Office Manager

PRIMARY RESPONSIBILITIES

• Take on projects as needed to advance, maintain, or develop systems for operational aspects of the office and organization.
• Maintain inventory and purchase of office supplies.
• Maintain breakroom, common areas, and staff amenities.
• Organize and maintain office operations and procedures, including coordinating US Mail, FedEx, UPS, DHL, and Couriers; maintain copiers, printers, and other office equipment.
• Manage filing, storage, or removal of incoming IT equipment, project samples, deliveries, and mail.
• Provide support for office changes and upgrades, including interfacing with landlord/building management to ensure projects are completed and resources are consistently maintained.
• Manage facilities issues, ensuring appropriate personnel are hired for repairs and maintenance, and interface with building management team as needed.
• Facilitate and greet visitors to the office.
• Plan social activities for the local team to build culture and relationships; support team in engaging with professional organizations.
• Support business development and marketing teams for local conferences and events.
• Manage shared calendars for the office and co-managing partner(s).
• Filter communication through email, phone, and office visits for the co-managing partner(s).
• Support accounting procedures for co-managing partners to track, code, and submit expenses and receipts.
• Manage and maintain phone systems, including filtering calls to co-managing partners.
• Manage and maintain upkeep on new projects and archive management in collaboration with our other offices.
• Maintain and manage design licensing records.
• Support the Marketing department with administrative tasks as needed.
• Provide resources to project teams to contribute to firm productivity.
• Work with Office Managers in Philadelphia to extend support to remote offices and team members, including lunches, supplies, and shared resources.
• Assist Project Managers with administrative tasks for projects.

QUALIFICATIONS

• High school diploma or equivalent required
• Ability to manage multiple tasks simultaneously; organized and able to prioritize under pressure
• Awareness of project commitments such as milestone deadlines and expected deliverables
• Collaborative with strong communication skills
• Proficiency in MS Office, particularly MS Excel and MS Outlook
• Excellent time management skills with the ability to multitask and prioritize work
• Relentless attention to detail and strong problem-solving skills
• Excellent written and verbal communication skills
• Creative mindset with the ability to suggest improvements
• Administrative Assistant or Secretary experience preferred
• Experience supporting senior leadership or managing partner(s)