Office Manager (Newport News, Virginia)

About the role

The Office Manager oversees front office activities, including reception, mail, purchasing, and internal office moves. They direct and coordinate office services to maximize efficiency and utilization of resources.

Responsibilities

• Manage the reception and mail area to ensure effective telephone and mail communications, maintaining a professional image.
• Supervise and coordinate administrative activities for reception and mail areas.
• Negotiate purchases of office supplies, furniture, and equipment within budgetary restrictions.
• Maintain service agreements for office equipment (copiers, fax machines, etc.).
• Oversee maintenance of office equipment.
• Process business licenses and personal property taxes for Newport News, Sales & Leasing, and Raleigh offices.
• Handle records management, including collection, retention, protection, retrieval, transfer, and disposal.
• Set up and cancel Visa cards; maintain petty cash and logs.
• Manage online ESP employees and coordinate/track payments for Truist programs.
• Conduct monthly sales and use tax reviews.
• Process monthly and semi-annual mailings for Syndicated Properties.
• Maintain the Investors Portal and prepare owner distributions.
• Supervise the Administrative Assistant and Receptionist, including annual performance appraisals.
• Serve as backup for receptionist, mail, and bank runs.
• Participate in special department projects as needed.

Supervisory Responsibilities

• Include staff in planning, decision-making, and process improvement.
• Provide regular performance feedback and develop subordinates' skills.
• Solicit and apply customer feedback to improve processes and services.
• Continually work to improve supervisory skills.

Requirements

• At least two years of switchboard experience.
• Working knowledge of mail processes (postage machines, FedEx, UPS).
• Good planning and organizational skills.
• Well-developed interpersonal and communication skills.
• Professional appearance and manner.
• Computer literacy, specifically MS Word for Windows.
• Supervisory experience.
• Ability to negotiate effectively.
• Ability to lift 15–20 lbs.
• Team player with flexibility and ability to multitask.
• Highest level of confidentiality, trustworthiness, and integrity.
• Positive personality and ability to build morale.

Competencies

• Problem Solving: Identify and resolve problems timely; analyze information and develop solutions.
• Project Management: Develop and coordinate projects; communicate progress and complete on time.
• Customer Service: Manage difficult customer situations; respond promptly and meet commitments.
• Interpersonal Skills: Solve conflict, maintain confidentiality, and remain open to others' ideas.
• Oral Communication: Speak clearly, listen actively, and participate in meetings.
• Written Communication: Write clearly, edit for grammar, and present numerical data effectively.
• Teamwork: Balance team and individual responsibilities; contribute to a positive team spirit.
• Leadership: Inspire and motivate others; influence actions and accept feedback.
• Change Management: Develop implementation plans; communicate changes and build commitment.
• Delegation: Assign work, set expectations, and monitor progress.
• Business Acumen: Understand business implications; align work with strategic goals.
• Cost Consciousness: Work within budget; implement cost-saving measures.
• Diversity: Promote a harassment-free environment; respect cultural differences.
• Ethics: Treat people with respect; work with integrity and uphold values.
• Organizational Support: Follow policies; support organizational goals.
• Strategic Thinking: Develop strategies; analyze strengths, weaknesses, and market conditions.
• Judgment: Make timely decisions; include appropriate people in the process.
• Motivation: Set challenging goals; persist and overcome obstacles.
• Planning/Organizing: Prioritize work; use time efficiently and set goals.
• Professionalism: Approach others tactfully; react well under pressure.
• Quality: Demonstrate accuracy; apply feedback to improve performance.
• Quantity: Meet productivity standards; complete work timely.
• Safety and Security: Observe procedures; report unsafe conditions.
• Adaptability: Manage competing demands; deal with change and unexpected events.
• Attendance/Punctuality: Be consistently on time; ensure coverage when absent.
• Dependability: Follow instructions; take responsibility for actions.
• Initiative: Volunteer for tasks; seek increased responsibilities.
• Innovation: Display creativity; generate and present new ideas.

Qualifications

• Bachelor’s degree or equivalent experience.
• At least two years of office management experience.
• Ability to read and interpret documents (safety rules, instructions, manuals).
• Write routine reports and correspondence.
• Speak effectively before groups.
• Calculate figures (discounts, interest, commissions, percentages).
• Apply basic algebra and geometry concepts.
• Apply common sense to carry out instructions in written, oral, or diagram form.
• Knowledge of accounting, database, internet, inventory, and order processing software.

Benefits

• Health, Dental, and Life insurance.
• 401K retirement plan.
• Employee Assistance Program.
• Long-term disability coverage.
• Vacation and sick leave.