• Santa Clara, CA, USA
• Permanent
• USD 39.850 to USD 46.700
• Mid
• Administrative & Secretarial role within the Property & Real Estate industry

Job Description:

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety.

The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges.

The Office Manager coordinates the day-to-today office operations, financials, and programs initiatives within the Metropolitan Center. Handles complex situations and conflicts of the office with high level of professionalism.

Responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Organize and schedule meetings and appointments
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Responsible for creating PowerPoint slides and making presentations
• Manage executives’ schedules, calendars and appointments
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Ensure security, integrity and confidentiality of data
• Design and implement office policies and procedures
• Oversee adherence to office policies and procedures
• Analyze and monitor internal processes
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Coordinate schedules, appointments and bookings
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Handle customer inquiries and complaints
• Maintain a safe and secure working environment
• Carry out administrative duties such as filling, typing, copying, binding scanning etc
• Write letters and emails on behalf of management
• Cover the reception desk when required
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Manage receptionist

Requirements:

• Proven office management, administrative or assistant experience
  
• Knowledge of office management responsibilities, systems and procedures
  
• Excellent time management skills and ability to multi-task and prioritize work
  
• Attention to detail and problem-solving skills
  
• Excellent written and verbal communication skills
  
• Strong organizational and planning skills
  
• Proficient in MS Office
  
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
  
• Knowledge of human resources management practices and procedures
  
• Knowledge of business and management principles
  
• Computer skills and knowledge of office software packages

Applicant Qualifications – 

• How many years of Proven office management, administrative experience do you have?
• How many years of Property or Real Estate experience do you have?
• How many years of office management responsibilities, systems and procedures experience do you have?
• How many years of Excellent written and verbal communication skills experience do you have?
• How many years of Proficient in MS Office experience do you have?
• How many years of human resources management practices and procedures experience do you have?
• How many years of accounting, data and administrative management practices experience do you have?
• Are you in Santa Clara, CA?
• Are you authorized to work in the following country: United States?
• Do you speak Proficient English (Must)?