Office Manager / Receptionist

About the role

We are seeking a unique individual who will take on the role of Part-time Office Manager at Idera. This person must be a self-starter and be able to act appropriately and professionally, as they will be an extension of the office.

Responsibilities

• Managing of reception, opening up of the office, answering phones, checking office email
• Greeting guests, assisting vendors and interviewees, and facilitating interviews and meetings / video conference calls
• Coordinating office operations including office supply inventory, office refreshments, Company Kitchen operations and ordering in lunch for meetings as requested
• Coordinating office events including birthdays, lunches, company meetings, parties and board meetings
• Resolving any questions or problems that arise in the office, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels
• Managing the Idera office calendars, conference rooms, visitor wifi passwords, materials and other facility related duties as assigned
• Maintaining company organizational charts and phone lists, among others
• Executing onboarding and offboarding activities including badge access, desk preparation and business cards
• Responsibility for shipping activities as well as mail retrieval and disbursement
• Assist Human Resources and Accounting with projects as requested as part of daily workflow
• Organizing and supporting project and presentation preparation to ensure their accurate completion and timely delivery
• Coordinating and making travel arrangements and itineraries
• Coordinating document management and signatures for any of the following: Sales orders, contracts, credit card statements and other important agreements
• Acting as Fire Marshall along with 2 other designated employees and maintain emergency contact lists
• Acting notary for the office
• Supporting CEO and CFO as needed

Requirements

• High School Diploma and minimum of 2-5 years in diverse office assistant / coordination role. Lesser experience will be considered with advanced degree
• Proficiency in MS Office products: Word, Excel, Power Point, Visio etc
• Excellent customer service, organization skills and attention to detail
• Ability to manage multiple demands, work independently and meet deadlines
• Ability to work well with management and employees of the company
• Demonstrated ability to handle confidential information, and ability to maintain professionalism in diverse circumstances
• Dependable
• Proven project coordination ability
• Self-starter with a great attitude

Schedule

THIS POSITION IS PART-TIME. HOURS ARE 16-24 HOURS PER WEEK.