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Office Manager

Company: Planet Depos
Location: Rockville
Posted on: August 7, 2022

Job Description:

The Office Manager is responsible for overseeing two main areas: Facilities and Front Desk Receptionists and Hosts. The Office Manager is responsible for making sure the client has a top-notch experience when they contact the company or arrive at one of our locations. They are responsible for monitoring the front desk, greeting clients and visitors, and initiating improvements to enhance the client experience in our offices. In addition, this position oversees all facilities and office management related activities such as overseeing the mail, managing the office equipment and supplies, ensuring the buildings' facilities are well-maintained, overseeing any renovations and refurbishments, and overseeing office leases and moves. Since this position is in-office, our company policy requires vaccination with exceptions only as required by state law. OFFICE MANAGER ESSENTIAL FUNCTIONS:Personnel ManagementLead and direct Client Services Hosts, Receptionists and Facilities Specialist to ensure the department is operating efficiently and providing impeccable customer service to clients, resources, and colleagues. Review and approve timesheets and PTO requests. Regularly monitor OT. Plan for fluctuations in staffing. Support with reception and hosting, as needed. Communicate with calendar managers/scheduling team about employee availability and update shared availability calendar. Interview, hire and train staff.Establish performance standards and track same.Conduct departmental meetings to discuss topics of concern, policy changes and professional development and to receive feedback from the field to inform our internal decisions.Conduct formal employee performance reviews and schedule regular check-in meetings throughout the year. Conduct customer service coaching.Review and approve travel expenses.Review employee expense reports for accuracy and submit to HR/Accounting. Facilities and Office ManagementOversee Receptionist duties at HQ: Greet clients and visitors, answer a high-volume of incoming phone calls via 3CX phone system and deliver world-class service to our clients, receive and sort incoming mail and deliveries and manage outgoing mail.Act as a subject matter expert for the company's phone system, 3CX. Communicate new features, updates and issues with Operations Management and IT. Oversee Hosting duties at satellite offices.Identify and implement ways to continuously improve the client experience at our offices.Act as main POC for building management and supply vendors for HQ and all satellite offices.Ensure that all office locations are clean, organized and well-stocked.Manage cleaning services for all offices.Manage office and equipment maintenance and repairs.Manage furniture & decor purchases for all offices.Maintain office supply inventory and spending reports.Update Facilities page on company's intranet site using SharePoint.Prepare monthly office spend analysis using Excel. Prepare monthly call reports and various department reports using PowerPoint. Track, review and pay vendor invoices.Maintain office and vendor contracts and negotiate lease terms. Oversee lease management for all offices.Manage office moves and renovations. Review employee notary and certification applications in various states, track status of pending applications and expirations. Work with staff to maintain all applicable notaries.OFFICE MANAGER LOCATION:Washington Metropolitan Area (D.C, MD, VA)OFFICE MANAGER HOURS:9:00am - 5:00pm ESTOFFICE MANAGER COMPENSATION:$65,000 - $75,000 annually

Prior personnel management and office/facilities management experience.Property management experience required.Project management experience preferred.Proficient in Microsoft Word, Excel, Outlook, Teams and PowerPoint.Proficient in Adobe Acrobat.Strong organizational and multi-tasking skills.Analytical and problem-solving skills, decision-making skills, good judgment and open to a flexible work schedule. Must have a client service oriented, team-spirited, positive personality.Must be able to work in a professional and confidential environment.Must have reliable transportation, with insurance, as candidates will be required to travel to and from offices.Must be able to work well without direct supervision.EOE M/F/D/VPI188009664

Keywords: Planet Depos, Rockville , Office Manager, Executive , Rockville, Maryland

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