Office Manager

Location: Columbus HQ Office

Summary

This position is responsible for the seamless administrative and management support of the Columbus office of Big Red Rooster.  Reporting to Columbus’ Managing Director, this role is the internal catalyst to making sure things get done while maintaining our unique culture.  Responsibilities include administrative support and general office management in addition to coordinating, executing and tracking various finance, business development, and travel activities

Responsibilities

Administrative Support

  • Support and assist Columbus Managing Director and Columbus management team with requests, planning, organizing, coordinating business priorities.
  • Attend bi-weekly Columbus management team meetings, take accurate notes and activities, publish notes and action steps
  • Assist in the preparation of regularly scheduled business reports, as directed by MD.
  • Produce and distribute correspondence memos, letters, and forms, as directed by MD.
  • Coordinate activities for special projects, as directed by MD.
  • Create and maintain office calendar, schedules and reminders
  • Ensure that all deadlines are met (internal and external)
  • Organize and schedule meetings and appointments
  • Research, plan and prepare for catering options for various client meetings
  • Book conference calls, rooms, taxis, couriers, hotels etc.
  • Answer and direct phone calls
  • Greet and provide general support and hospitality to visitors
  • Handle sensitive information in a confidential manner

Travel support

  • Support the Columbus and Tempe offices by booking all air travel, hotel and car needs through our JLL travel system

 Finance

  • Help qualify, greet, and onboard certain contractors/vendors
  • Responsible for all office purchasing activities (PO requisitions, ordering, expense reports)
  • Track, organize, audit, and submit all non-client-related vendor invoices

Office Management

  • Maintain a clean office environment and coordinate cleaning vendors
  • Order office supplies and maintain inventory levels of office consumables
  • Arrange regular building maintenance, and repairs as needed
  • Receive, sort and distribute the mail and packages
  • Recognize where processes can be improved and take the initiative for improvement

Required Qualifications

  • Bachelor’s degree or relevant experience required
  • Must have minimum of 5 years in office management or administrative support role
  • Previous experience in accounting or bookkeeping preferred
  • Proficiency in Microsoft office applications (Word, Excel, PowerPoint and Outlook) and Keynote (Mac OSX)
  • Must have the ability to manage tight deadlines as required and exude professional grace under pressure
  • Strong organization and project management skills
  • Excellent verbal and written skills
  • Demonstrated ability to maintain required performance level in a fast-paced environment with changing priorities and deadlines
  • Must have exceptional standards for quality, high accuracy, and a strong attention to detail – and the ability to track details and monitor changes
  • Must be able to work autonomously, as well as within a team
  • Office hours: 8:30am to 5:30pm

Skills

  • Office Administration Procedures
  • Reporting
  • Administrative Writing
  • Analysis
  • Problem Solving
  • Vendor Management
  • Inventory Control
  • Verbal Communication
  • Typing Skills
  • Telephone Skills

Personal qualities

  • Professionalism
  • Discretion
  • Resourcefulness
  • Attention to Detail
  • Accuracy
  • Effective multitasking
  • Teamwork
  • Sound judgment
  • Patience
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