Office Manager

Responsibilities

• Responsible for client collections including phone calls, letters, spreadsheets and requested backup for client invoices.
• Responsible for engineering approvals including tracking percent of phase completion and markup prior to project manager’s approval.
• Oversee monthly projections including tracking and updating data for project managers’ review.
• Prepare monthly invoice drafts for project managers’ approval.
• Assemble all requests for proposals (RFP) packets including proposals, forms, resumes, color product examples and consultation information.
• Prepare all office proposals including folios, color product examples, product searches and compiling fees.  
• Conduct product searches for client programming needs using the intranet and printing examples as necessary.
• Prepare Power Point presentations for client presentations and regional partner’s local speeches.
• Maintain client contact to coordinate meetings, presentations and artwork/guidelines.
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
• Negotiates the purchase of office supplies and furniture, office equipment, etc. in accordance with firm purchasing policies and budgetary restrictions.
• Supervises the repair work of the office facility.
• Responsible for the facilities day-to-day operations, including distribution of building access keys and security access card, communication with cleaning contractor, handling of recycling, light bulb changing, heating/cooling/water problems, cube problems, etc.
• Supervises the maintenance of office equipment, including copiers, fax, and postage machines.
• Arranges for health and safety equipment to be checked on a regular basis.
• Arranges travel, meetings and appointments.
• Arranges travel and completes expense reports.
• Participates in special department projects as needed.
• Completes additional administrative tasks as needed.

Skills and Qualifications

• Good planning and organizational skills
• Well-developed interpersonal and communication skills. 
• Ability to negotiate effectively.
• Computer literacy

Education and Experience

• Bachelor’s degree in Business Administration or related field is preferred.

• Three to five years’ experience in an office setting, assisting an executive officer.

• Additional experience may take the place of some education requirements.

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