Office Manager Job in Parsippany
RESPONSIBILITIES: Proactively coordinates and monitors office operations to ensure Company requirements are sufficiently met on a daily basis.
Prepares and adheres to budgets pertaining to office supplies, mail and copy services/contracts, temp staff, etc. Oversees and maintains office-related invoices, approval and payment process, prepares monthly accruals using the Purchase Order System.
Coordinates the hiring of temporary staff during vacations, special projects, etc. Serves as a resource and support system for office staff and assists with the recruitment and selection of support staff.
Orders and maintains office supplies and equipment, including beverage/ refreshments, paper supplies, etc. Places service requests as needed for office equipment.
Maintains positive relationships with vendors and negotiates pricing and discounts.
Proactively corresponds with Operations teams and Cleaning staff to arrange for service and repairs of Office Facility.
Addresses issues and escalates appropriately as needed.
Oversees the multi purpose room and conference rooms.
Ensures they are clean and well stocked at all times.
Organizes various meetings, employee events, workshops, etc. and makes catering arrangements when necessary.
Coordinates employee workspaces for new hires, working in conjunction with Human Resources, Hiring Managers, and IT. General administrative responsibilities as requested, including but not limited to: Create correspondence, reports, spreadsheets, prepare expense reports, coordinate travel plans, hotels and car services, plan and schedule meetings, maintain calendar for all conference rooms, back up administrative support to other administrative assistants.
Assists with special projects and management requests.
QUALIFICATIONS: Excellent working knowledge of Microsoft Office, Word, Excel, Outlook, and PowerPoint required.
Experience with Accounting and Purchase Order Systems preferred.
Professional, courteous demeanor and exceptional interpersonal skills.
Experience in managing budgets, accruals, accounts payable, arrears, etc. Knowledge of the budgetary process as it relates to operating and capital expenditure budgets.
Strong administrative, organizational and time management skills.
Ability to maintain confidentiality, effectively communicate Company polices and procedures, and lead by example.
Ability to effectively communicate with all levels of management, co-workers, contractors, vendors and respond to their requests.