Assistant Office Manager

Assistant Office Manager

Reports to

Office Manager

JOB DESCRIPTION

Summary

Under the direction of the Office Manager and with minimal supervision, the Assistant Office Manager is responsible for supporting and coordinating overall front office activities, including the reception area, mail, purchasing, production planning and scheduling, and facilities. Also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

1. Oversees the reception area, professional, effective telephone and mail communications both

internally and externally to maintain a professional image.

2. Coordinates the maintenance of office equipment, including copier, fax machine, etc.

3. Maintaining company records and assuring the company maintains up-to-date compliance &

certifications.

4. Oversee procedures for retention, protection, retrieval, transfer, and disposal of records. 5. Actively participates in or leads projects as assigned.

6. Forwards information by receiving and distributing communications, collecting and mailing

correspondence, and copying information.

7. Maintains supplies by checking stock to determine inventory levels, anticipating requirements, placing

and expediting orders, verifying receipts, and stocking items.

8. Serves customers by answering questions, forwarding messages, confirming customer needs, keeping customers informed of status, and coordinating between customers and the Operations Manager.

9. Enhances the organization's reputation by accepting ownership for accomplishing new and different

requests and exploring opportunities to add value to job accomplishments.

10. Responsible for ensuring timely and accurate data entry.

11. Maintains and updates the filing system for the department. Retrieves information from files when

needed.

12. Performs other assignments as directed by the Office Manager.

Competencies

1. Technical Capacity.

2. Initiative.

3. Leadership.

4. Time Management.

5. Decision Making.

6. Proficient in timely communications.

7. Organization Skills.

8. Personal Effectiveness/Credibility.

9. Thoroughness.

10. Collaboration Skills.

11. Flexibility.

12. Office Experience: scheduling; telephone skills; typing, documentation skills; meeting planning;

impeccable verbal and written communication; dependability; attention to detail; administrative and business writing skills,

13. Spelling, vocabulary, math, and grammar skills are appropriate to the level of the position.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

An employee must meet the physical demands described here to perform the essential functions of this job successfully.

This is essentially a sedentary role; however, some filing and general cleaning are required. This would require the ability to lift files and cleaning tools, open filing cabinets, and bend, stretch, or stand as necessary. While performing the duties of this job, the employee is regularly required to talk or hear. The employee must frequently stand, walk, and reach with hands and arms. This position requires the ability to lift office products and supplies up to 20 pounds occasionally.

Position Type and Expected Hours of Work

Days and hours depend on part-time or full-time status but are generally Monday through Friday during business hours of 9 am-5 pm.

Required Education and Experience

1. High School Diploma or GED

2. At least two years of previous experience in office management or office administration

3. Proficient in reading and writing English, comprehending and following verbal and written instructions,

and using simple math.

4. Proficient with using a PC in a Windows environment.

5. Proficient with Microsoft Outlook, Word & Excel and Google Platforms

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Types: Full-time, Part-time

Schedule:

• 8 hour shift

Experience:

• Office: 1 year (Preferred)

Work Location: In person