Office Manager - Austin, TX

Purpose

The Office Manager will be responsible for ensuring the smooth and efficient operation of office services for assigned office.

Key Responsibilities

Leadership and Direction

• Plan, direct and coordinate administrative services for the office including facilities management, office equipment, mail distribution system, and phone system.
• Manage administrative support staff.

At the Operational and Company Level

• Serve as liaison to Human Resources, Finance and Marketing Departments.
• Provide administrative support to the Branch Manager and others, as assigned.
• Assist with meeting financial objectives of office by reviewing invoices, tracking invoices, preparing reports, and monitoring billing and other financial statements.
• Plan, direct and coordinate administrative services for the office including facilities management, office equipment, mail distribution system, and phone system.

Do the Work

• Oversee the maintenance of all office equipment in branch facility so functionality always maintained.
• Initiate, negotiate, and establish relationships with property management and vendors who service the building and equipment.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally.
• Organize and maintain an office filing system. Update mailing lists and contact databases.
• Serve as liaison to Human Resources Department for people and paperwork processes.
• Serve as liaison to Finance Department for certain accounting processes.
• Serve as liaison to Marketing Department for certain paperwork processes.
• Provide administrative support to the Branch Manager and others, as assigned.
• Assist with meeting financial objectives of office by reviewing invoices, tracking invoices, preparing reports, and monitoring billing and other financial statements.
• Manage administrative support staff.

Success Metrics

• Be self-reliant and able to operate independently with limited direction.
• Have a sense of urgency in responding to constituents.
• Works effectively with internal leaders.

Minimum Requirements

• Minimum of five (5) years administrative services experience with management responsibility.
• High school diploma or equivalent required; Associates degree in office administration or related field preferred.
• Demonstrated ability to communicate effectively and professionally with internal and external sources.
• Ability to handle sensitive material concerning the office and company and maintain confidentiality.
• Exceptional organizational skills and demonstrated ability to handle multiple tasks simultaneously and change priorities as needed.
• Experience working with invoices and other financial documents.
• Satisfactory driving record as determined by the Company and a current, valid State driver’s license.

Essential Functions

• Valid state driver’s license
• Pass a motor vehicle record check
• Indoor work
• Lift/carry 11-20 lbs.
• Push/pull 13-25 lbs.
• Walking
• Squat or Kneel
• Bending
• Standing
• Sitting
• Operating computer
• Handling/fingering

Note:  The position description is intended as a summary only of key duties.  Other related duties may be assigned as appropriate. 

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