Job Definition:

The Office Manager generally handles all clerical tasks associated with the agency as well as acts as the face of the agency.

The primary responsibilities include:

  • Perform daily clerical duties including: filing, drafting letters, data entry, answering the phone and directing calls.
  • Greets all customers, vendors and staff.
  • Arranges all travel (including flights, hotels, cars and other arrangements) for staff, clients and candidates.
  • Tracks cost of travel and initiates cost saving techniques for the agency.
  • Responsible for completing the daily missing time report and tracking missing time for management.
  • Maintain and order office supplies and equipment, along with daily maintenance of the supply cupboard.
  • Obtain competitive quotes from various vendors.
  • Assist in the planning of special events as assigned by management.
  • Responsible for the upkeep of all common areas, including the kitchen, copy area and all lounge areas.
  • Awareness of all happenings within the agency and acting as a resource for employee and visitor questions.
  • Complete tearsheet process for Traffic Department and other assigned tasks.
  • Assist Accounting Department with mailings and other assigned tasks.
  • Proactively adjust and improve processes to streamline and enhance the agency.
  • All other duties deemed necessary by management.

Individual Expectations:

The Office Administrator must:

  • Be detail-orientated and thorough in completing tasks.
  • Have a professional dress and demeanor at all times.
  • Be on time and have superior attendance.
  • Have well-developed interpersonal and communication skills.
  • Have exceptional planning and organizational skills.