Office Manager

at  FirstService Residential

JOB OVERVIEW:

Responsible for the day-to-day Office Operations of HQ including mailroom and reception desk supervision. Partner with Facilities Manager and Region President’s Executive Admin. where needed.

SKILLS & QUALIFICATIONS:

• Associate’s Degree in Business or related field from an accredited college or university, and three to five years related experience; or equivalent combination of education and related experience. Must have previous supervisory experience. Bachelor’s Degree preferred.
• Excellent organization, planning, motivation, leadership, supervisory and interpersonal skills
• Critical thinking, complex problem solving, judgment and decision-making ability.
• Excellent customer service and interpersonal skills
• Excellent verbal and written communication skills
• Must have a strong work ethic and be detail-oriented with excellent organizational and multitasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work well in a team environment as well as independently. Must be self-driven with the ability to identify, plan and prioritize business opportunities.

DISCLAIMER:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time

• Manage the daily functions of the Office support, Reception and Mailroom teams to ensure the proper flow of the Operations department, while maintaining standards of excellence for processes, methods, and personnel. Work with upper management to develop goals and communicate established goals with department. Ensure the goals and needs of the department, company and its customers are consistently met.
• Oversee the quality control and process improvement of all activities performed by assigned team to maximize productivity, minimize duplicate work and to ensure a quality service is delivered and in conformance with Standard Operating Procedures.
• Ensure deadlines are met in a timely manner and prioritize, delegate, and approve work as necessary.
• Analyze and organize office operations and procedures such as associate and visitor experience, requisition of supplies and procurement programs, and other clerical services. Support facilities as needed with service requests. i.e. access control, temperature, lighting, etc.
• Research and develop resources that create timely and efficient workflow.
• Manage the functionality, and use of common areas, conference rooms and related office equipment. Oversee scheduling of rooms and tracking of use and need.
• Manage hospitality needs for meetings and receptions and ensure meeting rooms are arranged and supplied appropriately. Support associate engagement activities.
• Manage and oversee office support vendor relationships, contracts, budget related items.
• Participate in emergency preparedness activities for region headquarter, Fire, Hurricane, Tornado, Civil Unrest, etc.
• Conduct research on various topics and prepare any range of presentations, departmental communications, periodic reports, and analyses. Provide direction and support on special projects as needed. Review clerical records to ensure completeness, accuracy, and timeliness.