Apply on-line Now

Position Description

The Office Manager serves as a main correspondent with the Orlando Office and is responsible for determining the best ways to support the Design Director and Philippines Team. They will work in close tandem with the management teams in Orlando. This people-oriented position requires performing a variety of confidential and complex administrative, technical, and business-related duties.  They will report to the Director of Business Operations in Orlando, and interact with internal staff, outside agencies, and the public, making it possible for the Management and Creative teams to function efficiently.  

Duties may also include answering the phones, taking messages, opening, and distributing the mail, processing incoming and outgoing packages, keeping the office supplies stocked and organized, maintaining vendor information, and providing general support to guests. At times, the Office Manager will aid in recruiting efforts for additional team members, or sourcing third party resources to supplement the internal team. They will also be responsible for communicating and managing an external payroll processing company.

Essential Functions:

• The Office Manager may assist with event management, the coordination of office and staff activities, and provide support in arranging team members’ domestic and international travel.
• Assist with confidential administrative tasks for the Management Team, such as managing calendars and schedules, screening callers, and arranging appointments, meetings, and conferences.
• Procure office supplies, capital equipment, leases for equipment and storage, scheduling repairs and maintenance, and any other items to ensure an efficient working office at their discretion.
• Preparation of office administration budgets, prepare expenditure estimates, and gather and organize supporting data.  Monitor individual accounts within these budgets to track expenditures and alert to potential overspending.
• Assist in designing, establishing, and maintaining a management information system, including physical and electronic files, for all departments.  Prepare reports as directed and fulfill bookkeeping duties.
• Respond to inquiries on the telephone, by email, and in person with visitors to the company.
• Provide information and assistance to the public in a courteous manner, with sensitivity to the diversity of a multicultural clientele.
• Transcribe dictated or written materials. Take minutes at meetings, as required.
• Format, create, produce, and edit correspondence and other written materials.
• Order, manage and operate office equipment including copiers, facsimile machines, phone system and computers. Handle renewal process for equipment lease agreement.
• Input and retrieve data and text; and organize and maintain storage and filing.
• Assist in general tidiness of the office and maintaining cleaning schedule and cleaning crew.
• Organize company meetings at the office and abroad by arranging for the proper space and tools needed, coordinating with all attendees, and providing catering when applicable.
• Plan and organize company volunteer opportunities.

Job Qualifications and Requirements:

• Must have or be able to quickly acquire knowledge of company structure (mission, goals, and objectives), and policies and procedures.
• Must have an Associate degree or comparable experience, with 6+ years of experience working in an office setting.
• Must possess a valid driver’s license.
• Must be able to complete complex administrative tasks with minimal supervision.
• Must be able to operate a personal computer and have a working knowledge of the Microsoft Office suite, especially Outlook and Excel.
• Must have a sound knowledge and ability in business correspondence and an aptitude to proofread for syntax, spelling, and punctuation with a high degree of accuracy.
• Must be able to do basic mathematical computations with a high degree of accuracy (for example, to calculate travel expenses or assist with budget calculations).
• Must be able to handle multiple interruptions and adjustment priorities throughout the day.
• Must be able to communicate effectively with diverse individuals and be able to handle situations ranging from routine to emergency.
• Excellent memory and organizational ability, to set priorities, organize workload, handle multiple responsibilities, while meeting deadlines.