Office Manager - Dynamic Service Solutions

Job Summary

We are seeking an organized and detail-oriented Office Manager to join our team. The Office manager will be responsible for managing the day-to-day operations of the office, ensuring everything runs smoothly, and providing exceptional support to our staff. The Office Manager is responsible for developing infra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. You will be the first point of contact for visitors and this position will play a key role in maintaining a positive and welcoming work environment.

Essential Functions

• Manage the front desk, handle phone calls and greet visitors
• Manage and maintain accurate records, files and databases.
• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize and schedule meetings and appointments
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers and landlord
• Responsible for creating PowerPoint slides and making presentations
• Manage executives' schedules, calendars and appointments
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
• Responsible for implementing office policies by setting up procedures and standards to guide the operation of the office
• Perform review and analysis of special projects and keep the management properly informed
• Participate actively in the planning and execution of company events
• Responsible for developing standards and promoting activities that enhance operational procedures
• Allocate available resources to enable successful task performance
• Coordinate office staff activities to ensure maximum efficiency
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Analyze and monitor internal processes
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules, appointments and bookings
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Assist to maintain a safe and secure working environment

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Qualifications and Requirements:

• Bachelor's Degree is preferred.
• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Knowledge of data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages

Working Conditions/ Physical Effort

Work is performed mostly in an office setting. Some overnight travel, public speaking, evening and weekend work are requirements of the position. Regular computer works also required. While performing the duties of this job, the employee is required to stand; walk; sit; finger, handle, or feel objects, or controls; reach; climb stairs; balance; stoop, kneel, or crouch; talk and hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

Dynamic Service Solutions is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, political affiliation, marital status, genetic information, disability, age, military service or veteran status, parental status, or other non-merit factor. Dynamic Service Solutions is also committed to comply with all fair employment practices regarding citizenship and immigration status.

We participate in E-Verify.