Office Manager

Sacramento, CA

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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