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DATE ADDED: Thu 11/10/2018

Office Manager

New York, USA
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COMPANY: IRVING ENTERPRISE

Job Description

We need this Office manager to organize and coordinate office administration duties, review & develop intra-office communication protocols, streamline administrative procedures, inventory control, office staff supervision and task delegation. You should be experienced in handling a wide range of administrative and executive support related tasks and be able to work independently with little or no supervision. You should be intuitive and know what people need before they ask. As the office manager you serve as a problem solver - when something is requested of you, it is always your job and you figure out how to get it done.

 

Ultimately your pride is our firm running effectively and seeing our clients satisfied.

 

You will oversee all office activities which contribute to running an efficient, responsive and profitable firm. This means taking responsibility for the success or failure of our operational systems including IT, information system, human resources, paralegal, intake, receptionist, marketing, accounting, file clerks, and closing department.

 

A successful Office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

 

You must demonstrate strong technical skills (including Excel, Outlook, Power Point, MSWord and data entry), key boarding (accurately type 50+ words/min), strong communication skills, Saga (Practice Manager), and a unique ability to create composure and order in a busy environment.
 

Responsibilities

    • Scheduling meetings and appointments within office

    • Marketing Assistant

    • Willing to work extended hours as needed.

    • Able to work under a high pressure environment.

    • Organizing the office layout, scheduling meetings and appointments

    • Partner with management to maintain office policies as necessary

    • Maintaining the office condition & arranging necessary repairs

    • Organize office operations and procedures

    • Provide administrative assistance to management team

    • Maintain attendance records of office staff

    • Coordinate with IT department on all office equipment

    • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time

    • Manage contract and price negotiations with office vendors, service providers and office lease

    • Provide general support to visitors

    • Responsible for creating PowerPoint slides and making presentations

    • Serve as the point person for office manager duties including:

      • Maintenance

      • Mailing

      • Supplies

      • Equipment

      • Business Trip Travel Planning

      • Bills

      • Errands

      • Shopping

    • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored

    • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval

    • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems

    • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office

    • Willing to work extended hours as needed.

    • Able to work under a high pressure environment.

    • Ensure that results are measured against standards, while making necessary changes along the way

    • Allocate tasks and assignments while monitoring their performance

    • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff

    • Perform review and analysis of special projects and keep the management properly informed

    • Determine current trends and provide a review to management to act on

    • Responsible for recruiting staff for the office and providing orientation and training to new employees

    • Ensure top performance of office staff by providing them adequate coaching and guidance

    • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications

    • Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise

    • Participate actively in the planning and execution of company events

    • Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

    • Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.

    • Allocate available resources to enable successful task performance

    • Coordinate office staff activities to ensure maximum efficiency

    • Evaluate and manage staff performance

    • Coach, mentor and discipline office staff

    • Design and implement filing systems

    • Ensure filing systems are maintained and current

    • Establish and monitor procedures for record keeping

    • Ensure security, integrity and confidentiality of data

    • Design and implement office policies and procedures

    • Oversee adherence to office policies and procedures

    • Analyze and monitor internal processes

    • Implement procedural and policy changes to improve operational efficiency

    • Prepare operational reports and schedules to ensure efficiency

    • Coordinate schedules, appointments and bookings

    • Monitor and maintain office supplies inventory

    • Review and approve office supply acquisitions

    • Manage internal staff relations

    • Meeting weekly with office staff in a managerial setting

    • Maintain a safe and secure working environment

    • Plan and order food and supplies for in-house or off-site activities, like parties, celebrations, office meetings, client meetings and conferences

    • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

    • Work with the managing partners to clearly define and promote the firm’s mission and vision. Improve the operational systems, processes and policies in service of the firm's mission. Specifically, you will support better management reporting, information flow and management, business process, and organizational planning.

    • Develop operating budget and manage all third party vendors including software licenses, document management, IT, food service, office supplies, couriers, copiers and office equipment, furniture, decorating, cleaning, office space, etc.

    • Assist in growing the administrative team. Supervise and coach each administrative team member on a weekly basis to make sure they are operating at an optimal level and always improving

    • Management of overall business budget in coordination with the firm’s managing partners.

    • Identify repeat issues, processes, and tasks and build systems around them.

    • Protocol for email handling

    • Compliance Manual

    • Keep everything confidential and discloses information to only those who need to know. Does not abuse the position and the positions ability to be exposed to confidential information of any kind.

    • Continual review and update of the Firm’s Compliance manual to ensure that compliance policies and procedures are comprehensive, robust, current, and reflect the firm’s business processes and conflicts of interest.

    • Maintain all books and records related to compliance procedures and practices. This includes issues such as client files, paperless technology, document retention policies, and document management over the life cycle of a document.

    • Maintain a firm compliance calendar that identifies all important dates by which regulatory, client reporting, tax and compliance matters must be completed.

    • Ensure that all persons within the firm are trained in compliance-related matters and are competently performing their various functions.

    • Provide timely and appropriate reviews of compliance related material and repetitive compliance issues.

    • Complete quality control testing to detect deviations of transactions from policies or standards, and that results of such tests are promptly addressed.

    • Conduct the Firm’s annual compliance review process and ensures that recommendations from the review are implemented in a timely fashion.

    • Conduct monthly compliance updates with senior management.


 

Requirements

    • Proven experience as an Office manager, Front office manager or Operations Manager

    • Knowledge of office administrator responsibilities, systems and procedures

    • Proficiency in MS Office (MS Word, MS Excel and MS Outlook, in particular)

    • Hands on experience with office machines (e.g. fax machines and printers)

    • Excellent time management skills and ability to multi-task and prioritize work

    • Attention to detail and problem solving skills

    • Excellent written and verbal communication skills

    • Strong organizational and planning skills in a fast-paced environment

    • A creative mind with an ability to suggest improvements

    • Excellent time management skills and ability to multi-task and prioritize work

    • Attention to detail and problem solving skills

    • Strong organizational and planning skills

    • Proficient in MS Office

    • Knowledge of accounting, data and administrative management practices and procedures

    • Knowledge of clerical practices and procedures

    • Knowledge of human resources management practices and procedures

    • Knowledge of business and management principles

    • Computer skills and knowledge of office software packages

    • Excellent time management skills and ability to multi-task and prioritize work


 

Key Skills

    • Communication

    • Analysis and Assessment

    • Judgment

    • Problem Solving

    • Decision Making

    • Planning and Organization

    • Time Management

    • Attention to Detail

    • Accuracy

    • Delegation

    • Coaching

    • Initiative

    • Integrity

    • Adaptability

    • Teamwork

    • Budgeting

    • Developing Standards

    • Promoting process improvement

    • Reporting skills

    • Staffing

    • Supervising

    • Developing Standards

    • Process Improvement

    • Inventory Control

    • Supply Management

    • Develop and maintain computerized spreadsheets and databases to enter information and generate reports

 

Company Description
We're a full-service Injury law firm committed to maintaining the highest standard of client care with an emphasis on providing client-focused, quality-driven services. Due to our dedicated team members and their excellent quality work, our firm has grown to be one of the largest injury law firms in NYC.

Currently we are seeking an Office Manager to serve with the leadership team and support the firm’s continuous growth. The Office Manager is responsible for implementing and overseeing all aspects of the firm’s day-to-day operations. This individual must also provide leadership and direction to ensure the firm achieves set objectives that align with the strategic business plan, budget, and firm culture. Successful leaders at our firm thrive in a fast-paced environment, communicate effectively, embrace and encourage positive change, champion process improvement, and pro-actively direct their teams to prevent challenges.


Role: Office Manager
Job Type:
Location: New York,

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