Job Description

Urgent opening for Office Manager at Financial services company

Specific Responsibilities :

- Provides complete supervision of administrative staff regarding executing daily responsibilities and the overall operational goals of the office.

- Recommends appropriate budgets and supervises expenditures under approved budgets

- Ensures efficient management of the facilities and property; recommends additions and alterations to the physical property

- Provides necessary training tools for new employee orientations, ensuring that employees are familiar with office infrastructure policies and procedures

- Provides effective leadership to insure high morale, development of systems and overall guidance and direction as needed

- Serves as a member of various committees to develop cost-savings practices and establish benchmark spending

- Evaluates staffing needs, interviews and recommends candidates for hire

- Works with senior management to determine appropriate staffing levels by monitoring and adjusting work schedules; approves overtime hours and schedules

- Conducts periodic and timely performance reviews. Provides on-the-job training and coaching to meet and/or exceed the employee's development goals

- Recommends and approves outside training/career development courses for continuing education

- Evaluates administrative staff performance against corporate policies and procedures and takes appropriate corrective action when necessary

- Observes the administrative staff's implementation of company policies and procedures and recommends methods to improve service and delivery of established procedures to office staff

- Reports on performance deficiencies to the HR Department and seeks advice on coaching methods to improve performance. Will prepare and implement necessary corrective action

- Ensure that all employees maintain a professional appearance in compliance with the company's dress code

- Identifies, directs and monitors the procurement and expense targets of all office needs for office supplies, forms, and other supporting materials and requests such materials on behalf of the office

- Oversees processes related to petty cash, editing payroll and bookkeeping (accounting) for the office

- Reviews practices and reports, monitors performance and makes necessary adjustments to remain in compliance with the corporate accounting and financial requirements

- Participates in monthly conference calls and communicates pertinent information to other office managers and corporate heads.

- Distributes materials developed at regional level with other managers and ensures timely communication of all operational information and works with senior management to assure implementation

- Manages the activity committee and is responsible for various office social events;

- Trains administrative staff in the use of the computerized timekeeping system, and business software applications

- Follows standard operating procedures for office opening and closing requirements, security, and office appearance. Follows up to ensure compliance.

General Requirements :

- Excellent collaborator and problem solver.

- Strong contact and negotiating skills.

- Ability to work cooperatively with colleagues and supervisory staff at all levels.

- Solid understanding of a wide range of office administration areas.

- Must possess supervisory skills sufficient to guide administrative staff.

- Excellent verbal and written communication skills.

- Good decision-making skills and the ability to function well under stress.

- Possess administrative and organization skills sufficient to plan and coordinate office workload.

- Understanding and previous use of a windows-based computer system and applications such as Microsoft Word, Excel, and Outlook.

- Five to seven years of relevant professional work experience, preferably in a Professional Services or hospitality environment for the office manager role.