Job Description

The Office Operations Manager will organize and coordinate office administration and procedures, in order to ensure that the office operates smoothly and efficiently.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Manage daily office operations and ensure that the office runs smoothly.
• Monitor and maintain office and kitchen supplies inventory and place orders as necessary.
• Manage suppliers and vendors to ensure the best options for pricing products and services and that all items are invoiced and paid on time.
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems.
• Coordinate the maintenance, arrangement, and housekeeping of office space including print rooms, conference and phone rooms, and general common areas.
• Oversee and maintain all office equipment, including phones, computers, projectors, TVs, printers, furniture, and any other devices for uninterrupted function.
• Liaise with Building Management to address all facilities related matters.
• Serve as liaison with IT agent to coordinate and manage all computer and IT infrastructure related functions.
• Assist with the onboarding of new corporate staff particularly regarding office procedures.
• Review and develop office policies and procedures, including filing and recordkeeping, and establish sustainable best practices for corporate operations.
• Improve operational management systems, processes and best practices.
• Ensure a warm and professional guest experience by greeting and appropriately directing visitors, handling phone calls and general inquiry emails.
• Receive and sort all incoming mail and distribute timely on a daily basis. Process all outgoing mail daily.  Arrange for messenger and express parcel services as necessary.
• Log incoming checks upon receipt and deliver to Finance on a daily basis.  Prepare purchase orders as requested for management approval.
• Provide administrative support to corporate departments as needed.
• Perform administrative tasks for executive and key senior staff, which may include scheduling meetings, coordinating food delivery, making travel arrangements, and preparing and submitting expense reports.
• Provide notary services as needed for loan-related or other documents.
• Maintain a clean, safe, and secure work environment.
• Update all corporate office directories, including emails and phones.

Qualifications

EDUCATION & EXPERIENCE

• Bachelor’s Degree in Business Administration or other related field preferred.  
• Three years’ experience in office management. 
• Experience as a commissioned Notary Public strongly preferred.

SKILLS

• Excellent interpersonal and customer service skills. 
• Strong verbal and written communication skills. 
• Excellent organizational and time management skills with ability to prioritize.
• Flexibility to respond to changing workload demands and requests from other Executives and Directors.  A spirit of teamwork and collaboration is essential.
• Advanced computer skills and knowledge of Microsoft Office Suite.
• Bilingual (English/Spanish) preferred.
• Valid California driver's license and auto insurance at all times.  Availability of an insured vehicle to travel within the organization’s service area if requested to do so.

Additional Information

Salary is commensurate with experience. Benefits include health, dental and vision insurance, long term disability insurance, 401K plan, vacation and sick leave benefits.

Abode Communities is an equal opportunity employer.

All your information will be kept confidential according to EEO guidelines.