Hoar Careers

Description

The Office Manager will be responsible for ensuring the smooth operation of office activities and providing high-level administrative support to senior leadership. This role requires strong organizational skills, the ability to manage multiple priorities, and excellent attention to detail. The ideal candidate will handle office administration, executive support, scheduling, and special projects while maintaining confidentiality and professionalism. This combined role is essential in supporting both office operations and executive leadership, ensuring seamless coordination and efficiency throughout the organization. This role may be required to travel 10% of the time.

Responsibilities:

• Oversee daily office operations, ensuring efficiency and effectiveness in processes and procedures.
  
• Maintain office equipment, technology, and related licensing requirements, coordinating repairs and maintenance as needed.
  
• Proactively manage and organize office supplies, inventory, and vendor relationships.
• Conduct safety orientations and monitor safety practices for on-site employees.
• Process time sheets and maintain office records and documentation.
• Support onboarding activities for new hires and assist in administrative HR functions as needed.
• Oversee administrative activities as required.
• Ensure compliance with company policies and regulatory requirements.
• Manage and maintain the executive's schedule, including coordinating appointments, meetings and travel arrangements.
• Screen calls, respond to inquiries, and prioritize communications on behalf of the executive.
• Prepare reports, presentations, and financial data as needed.
• Plan and coordinate meetings, including agenda preparation, note taking and follow ups.
• Manage executive expense reports and credit card reconciliations. 
• Coordinate with internal and external stakeholders to facilitate smooth communication.
• Assist with special projects, ensuring deadlines and objectives are met.
• Maintain confidentiality and handle sensitive information with discretion.
• Monitor and maintain a professional office environment.

Requirements:

• Bachelor's Degree in Business Administration or equivalent work experience preferred.
• 5-7 years of experience in a professional office setting, preferably in an executive support or office management role. 
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets and managing files and records and other office procedures at a proficient level.
• Proficient in MS Office
• Experience managing calendars, travel, budgets, and office operations

Physical Demands and Working Environment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Hoar Holdings is an EOE - Vets/Disabilities

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