Office Manager

Job Information

• Title: Office Manager
• Type: Part Time
• Location: Onsite - New Haven, CT Headquarters
• Compensation Range: $25 per hour

About Veoci

Veoci Inc. is a SaaS company that develops and sells solutions for Emergency Management and Business Continuity Planning, as well as specialized software. Through rapid development, depth of knowledge, innovative thinking, and commitment to diversity, we help save time, money, and lives.

Veoci’s platform is designed for developing applications, from simple approval forms, to coordinated response plans, to highly complex continuity management programs –anything is possible with Veoci. We offer the most straightforward, easy to use platform for you and your teams, and we know what it takes to ensure your applications never stop running.

Veoci, a leader in collaboration, continuity, and response software, is a dynamic and growing company committed to providing exceptional service to our clients. We pride ourselves on fostering a positive and inclusive work environment where every employee can thrive and contribute to our success.

Position Summary

As Veoci continues to expand, we are seeking a talented Office Manager to join our team. The Office Manager is responsible for organizing and coordinating administration duties and office procedures. The role is to maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety for a tech software company with customers around the world.

The Office Manager will anchor the smooth running of the office and help to improve company procedures and day-to-day operations.

Responsibilities

• Oversee and manage all administrative functions to ensure the smooth and efficient operation of the office, maintaining a productive work environment.
• Coordinate the shipment of items and equipment as needed, ensuring timely delivery and tracking.
• Maintain office supplies and assets inventory, proactively placing orders when necessary to avoid shortages and ensure all supplies are well-stocked.
• Assist with office layout planning and upkeep, ensuring a clean and organized workspace; arrange cleaning services, repairs, and maintenance as required.
• Negotiate and manage contracts with office vendors and service providers, ensuring the best pricing and quality of service.
• Act as the primary point of contact for both internal and external stakeholders, addressing inquiries and resolving issues in a timely manner.
• Handle employee queries related to office matters, such as stationery, hardware, software subscriptions, and travel arrangements, ensuring prompt resolution.
• Troubleshoot and resolve employees' requests or concerns, or direct them to the appropriate contact for further assistance as needed.
• Communicate important information, such as office closures, building maintenance, or external notices, to employees to ensure everyone is informed.
• Schedule and coordinate meetings and appointments, maintaining a well-organized office calendar.
• Support remote employees with their equipment needs, ensuring they are properly set up for success.
• Assist in the onboarding process for new hires by setting up their workspace, equipment, and facilitating a smooth transition.
• Plan and organize in-house or off-site events, celebrations, and conferences, ensuring all logistics including travel arrangements and itineraries are well-coordinated for a successful event.
• Prepare and distribute internal communications such as memos, emails, and other documentation.
• Assist in the preparation of presentations, reports, and other documents.

Qualifications

• Bachelor's Degree or other relevant experience
• Proven experience as an Office Manager, Front Office Manager, or Administrative Assistant
• Experience managing vendor relationships and office resources.

Preferred Skills

• In-depth knowledge of office administrator responsibilities, systems, and procedures to ensure seamless office operations.
• Expertise in MS Office Suite (especially Excel) and GSuite, enabling efficient handling of administrative tasks and data management.
• Ability to work independently, take initiative, and proactively address tasks without constant supervision.
• Strong written and verbal communication skills, facilitating clear and professional interactions with team members and external contacts.
• Hands-on experience with office machinery, including fax machines, printers, and other standard equipment.
• Knowledge of email scheduling platforms to ensure timely and effective communication management.
• Exceptional attention to detail, coupled with solid problem-solving abilities to address issues quickly and efficiently.
• Strong organizational and planning skills, with the ability to thrive in fast-paced settings and manage multiple priorities effectively.
• Excellent time management skills, with a proven ability to prioritize tasks and multitask to meet deadlines.
• Knowledgeable in both Mac OS and Windows OS, ensuring versatility and adaptability to different systems.

Physical Requirements & Compensation

This role will be onsite in our New Haven, CT Headquarters for 20 hours per week.

The wage range for this role is $25 per hour. Please note that the base salary range is a guideline, and individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location.

Veoci is committed to the principle of equal employment opportunity for all employees and applicants for employment and prohibits discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Veoci will not tolerate discrimination or harassment based on any of these characteristics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job description is not a contract and confers no contractual rights, privileges, or benefits on any applicant or potential applicant. Veoci has the right to change any and all terms of this job description, including, but not limited to, job responsibilities, qualifications and benefits. Nothing in this job description constitutes an offer or guarantee of employment. Please note that we do not provide immigration sponsorship for this position.