Office Manager

Location: Long Beach, CA

Department: Corporate Office- Long Beach

Type: Full Time

Min. Experience: Experienced

Retail Design Collaborative and Studio One Eleven is an award winning architectural firm with a diverse portfolio. We are currently seeking an Office Manager to work in our corporate office in Long Beach, California. The ideal candidate is someone who is proactive and has experience running an office with 120+ employees.

POSITION SUMMARY

The primary function of the Office Manager is to provide corporate leadership, direction and management for the Administrative support personnel. This includes ensuring the administrative support personnel understand and comply with company standards and procedures, developing procedures to ensure the smooth operation of support services, communicating changes, training in new procedures, and supervising the administrative services consistent with the policies and procedures of the company.

Responsible for various Executive Assistant duties requiring a thorough knowledge of office routine and an understanding of the organization, programs and procedures relevant to the activities of the Executive Principals, Directors, and other Executive staff. Responsibilities require a high degree of initiative and good judgment.

Corporate Office Manager duties:

Management oversight of the administrative processes, personnel, and function company-wide.
Supervise Long Beach Administrative Assistants and contribute to support, processes, training and evaluations of personnel.
Direct Administrative Assistant training in corporate Offices as needed.
Administrative management
Review Long Beach Administrative Assistant’s and Office Services time cards.
Field incoming calls from potential new clients, taking down all pertinent information on the projects and forward to Marketing.
Prepare reports as needed.
Prepare outgoing correspondence and packages for shipment.
Support switchboard/receptionist by arranging coverage as needed.
Coordinate conference call notifications, scheduling and notification.
Negotiate the selection, inventory, pricing, purchasing and stocking of office supplies.
Oversee external and internal mail processing and distribution.

Executive Assistant Responsibilities:

Primary assistant to the CEO and Principals. Responsible for all corporate and principal related administrative activities including: scheduling appointments, making travel arrangements, coordinating calendars, screening calls, maintaining confidential documentation involving corporate shareholder and executive meetings. The Office Manager must lead by example and is expected to promote and maintain a professional working environment by setting high standards in terms of performance, attitude, demeanor and appearance for administrative staff.

Supervisory Responsibilities:

Directly supervise Administrative Assistants and receptionist. Supervisory responsibilities include interviewing, hiring and training employees, planning, assigning and directing work, rewarding and disciplining employees when necessary, addressing complaints and resolving problems. Maintain strict confidentiality at all times in matters involving both direct staff and other employees of the firm.

QUALIFICATIONS

  • BA degree in business or 5-7 years equivalent experience.
  • Experience in busy office environment. Ability to handle multiple tasks efficiently.
  • Self-starter highly motivated. Intense desire and solid ability to perform at highest levels of personal and professional achievement.
  • Effectively handle matters of confidentiality.
  • Structured management of work, responsibilities and reporting.
  • Strong computer skills. Proficiency in business software: Windows, Microsoft applications.
  • Commitment to work at fast pace.
  • Demonstrated excellent written and oral English communication skills.
  • Interest in advancement and development of skills.

RDC-S111, Inc. offers a competitive salary and a comprehensive benefits package to include: medical, dental, vision, supplemental life insurance, 401(k) plan, medical and dependent care reimbursement plans, education reimbursement program and paid time off (PTO).

 

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