Job Description
Job Description
Summary
Under the supervision of the designated manager, the LA Office Manager is responsible for providing daily office, administrative, and operational support for the LA office and related departmental projects. This position supports general office functions, coordinates administrative needs, assists with vendor and facilities-related matters, processes invoices and receipts, supports meeting coordination, maintains office organization and supplies, and assists with special projects as assigned.
The role requires a highly organized, self-motivated individual who can manage multiple priorities, follow through on assigned tasks accurately and timely, and provide dependable support to staff, leadership, vendors, and office visitors. The position requires regular communication with internal departments, external vendors, property management contacts, and organizational leadership.
Essential Duties and Responsibilities
Essential duties and responsibilities include the following. Other duties may be assigned.
- Provide all-around office support for the LA office, including daily administrative assistance, coordination of office needs, and support for departmental projects.
- Perform general administrative responsibilities, including answering calls, coordinating meetings, assisting with work orders, processing mail, and supporting routine office communications.
- Maintain an organized, professional, and well-stocked office environment, including cleaning, organizing, stocking office products, maintaining shared office areas, and supporting upkeep of the employee restroom and breakroom.
- Manage office supplies and coordinate with vendors for recurring office services, including water, mail, shredding services, food, and other office-related needs.
- Coordinate with property management contacts regarding office needs, services, work orders, and other facilities-related requests.
- May support leadership with monthly invoicing, billing, and/or coding.
- Gather, process, code, and input receipts and invoices as needed, coordinating with appropriate departments to support timely processing and payment.
- Support credit card management for the Vice Presidents of HED, EHM, and other fund VPs and other various funds every month, including organizing and processing related documentation.
- Coordinate with Human Resources regarding new temporary employees and other administrative tasks as needed.
- Maintain and update the LA office seating roster as needed.
- Support internal staff, leadership, and executives with miscellaneous administrative projects, signatures, documentation, and office-related coordination.
- Assist with special projects, including Replacement Reserves and other departmental initiatives, as assigned.
- Assist the President and other organizational leadership with administrative tasks as needed.
- Prepare, organize, and maintain office records, correspondence, reports, and related materials using appropriate software applications and office management procedures.
- Communicate and coordinate with internal departments, including HED, EHM, and other funds or departments, Analytics, Accounting, HR, and leadership, as well as external vendors and property management contacts.
Decision-Making Authority
The LA Office Manager exercises discretion in managing daily office priorities, coordinating administrative tasks, organizing office supplies and services, communicating with vendors and property management contacts, and supporting timely processing of invoices, receipts, mail, and office requests. Decisions are made in accordance with organizational policies, procedures, and supervisor direction.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Associate degree or equivalent required, with one to three years of related administrative, office management, or operational support experience preferred. An equivalent combination of education, training, and experience may be considered. Bachelor’s degree preferred in business administration or management.
Knowledge, Skills, and Abilities
- Strong organizational skills and ability to support daily office operations.
- Ability to manage multiple tasks, priorities, and requests in a timely and accurate manner.
- Professional communication skills for interacting with staff, leadership, vendors, property management, and other departments.
- Ability to process invoices, receipts, mail, office requests, and administrative documentation accurately.
- Working knowledge of office equipment, including computer, printer, and scanner.
- Ability to maintain office supplies, shared office areas, and routine office systems.
- Ability to exercise sound judgment, discretion, and follow-through when handling assigned tasks.
- Proficiency with common office software applications and general office management procedures.
Other Duties
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. The employee may be assigned other duties, responsibilities, and special projects as necessary to meet the needs of the organization.
Pay Rate: $26-30