We’re looking for a highly organized, detail-oriented, proactive, and high-energy individual to join our team as our Operations Manager. The ideal candidate will have excellent communication skills, a strong ability to multitask, a knack for problem-solving, and the ability to make effective decisions independently.
Exercising independent decision-making in managing email correspondence and other tasks, consistent with company policies and objectives.
Maintaining the utmost confidentiality, given access to sensitive financial and health information of employees and customers.
Organizing and scheduling appointments, using an electronic calendar.
Planning and coordinating meetings, including preparing materials and taking detailed minutes.
Overseeing office space, ensuring it’s clean, safe, and well-maintained.
Liaising with IT to manage and maintain all office equipment.
Running errands between locations and attending out-of-town management meetings as needed.
Answering and directing phone calls.
Assisting in the preparation of regularly scheduled reports.
Developing and maintaining a filing system.
Updating and maintaining office policies and procedures.
Ordering office supplies and researching new deals and suppliers.
Maintaining contact lists.
Submitting and reconciling expense reports.
Providing general support to visitors.
Planning office events or outings.
Handling basic bookkeeping tasks.
Conducting performance reviews and feedback sessions with office staff.
Liaising with HR to update and maintain office policies as necessary.
Onboarding new hires and providing necessary training.
Developing office communication protocols, streamlining procedures, and office coordination.
Handling customer inquiries and complaints.
Overseeing and facilitating resources to ensure all operations run smoothly.
Knowledge and Skills
Proven experience as an office manager, front office manager, or administrative assistant.
Strong leadership skills, with an emphasis on effective communication and collaboration with team members.
Knowledge of office administrator responsibilities, systems, and procedures.
Proficiency in MS Office (MS Excel and MS Outlook, in particular).
Experience with QuickBooks or willingness to learn basic QuickBooks functions.
Excellent time management skills and ability to multi-task and prioritize work.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational and planning skills in a fast-paced environment.
High energy, self-motivated, and proactive attitude.
A creative mind with an ability to suggest improvements.
High school diploma or equivalent.
Bachelor’s degree in Business Administration, Management, Finance, Accounting, or a related field would be a bonus.