What are the responsibilities and job description for the Office Manager position at Avantpage, Inc.?
About us
Avantpage is a translation provider committed to empowering immigrant and LEP communities through language access primarily in the health and government services arena. Our business is growing, and the right candidate will have opportunities to advance within the company. We are a global company with offices in Davis, CA, Mexico City and Warsaw, Poland. We are always looking for talented professionals ready to live our values of empathy, opportunity and rigor!
Job Overview
The Office Manager is responsible for the efficient functioning of the office through a range of administrative and managerial tasks, ensuring the smooth running of the office (physical and virtual) on a day-to-day basis. They will report to the Director of People Operations. A successful Office Manager will be well organized, have an eye for solutions and systems, and ensure that as we expand and grow good maintenance systems are in place to scale smoothly.
Duties and Responsibilities
- Manage administrative areas such as government and local licenses, certification upkeep, insurance management, and contract administrative support.
- Ensure the upkeep of all physical and virtual office spaces.
- Handle office equipment, including computers, printers/copiers, and phone systems.
- Assist with scheduling, event coordination, travel arrangements, and calendaring.
- Oversee the maintenance of all necessary physical documentation and files.
- Help with departmental or functional tasks like expense tracking or special projects.
- Oversee office services vendors/property managers, including supply orders, utility invoice approvals, conflict resolution, calendar maintenance, and meeting scheduling.
- Handle mail sorting and distribution, urgent and regular mail preparation, telephone answering, information provision to callers, message retrieval, and call directing to appropriate staff.
- Undertake additional responsibilities as required within the role.
Skills and Qualifications
- Abilities in report and document preparation, records management, inventory management, and scheduling.
- Strong written and verbal skills for report writing, task delegation, instruction adherence, and vendor contract management.
- Ability to handle diverse tasks, including managing filing systems, office supplies, and IT infrastructure.
- Collaborative mindset with basic management skills to oversee administrative team members.
- High school diploma or GED required, with a preference for an associate or bachelor's degree in business administration.
- Skilled in office software like Microsoft Office.
- Proficiency in both Spanish and English.
What we offer
- Joining a vibrant multicultural team spread across the Americas and Europe.
- Professional development and growth opportunities in the localization industry.
- Training in new tools, technologies, and processes.
- A generous stipend towards healthcare, vision, and dental benefits.
- Retirement savings offering.
- Energetic, multicultural, and empathetic working environment.
- Hybrid work schedule.