Job Description

Part-Time Office Manager

Hours: 16-20 hours per week

Job Description:

The Office Manager & Corporate Assistant (OM&CA) is responsible for overseeing the day-to-day administrative operations of the office to ensure efficiency, effectiveness, and a professional working environment. This role combines administrative support, vendor coordination, and office organization to create an efficient, professional, and welcoming environment. This role requires excellent organizational skills, a proactive mindset, and the ability to manage multiple priorities while supporting staff and leadership. The ideal candidate is proactive, resourceful, and comfortable wearing multiple hats in a fast-paced setting.

Key Responsibilities:

• Manage day-to-day office operations, ensuring the workspace is organized, stocked, and running efficiently. Manage and support daily administrative operations and office procedures. Monitor office policy and procedure compliance.
• Serve as the main point of contact with the building landlord and property management team for any facility-related issues or service requests
• Serve as the primary point of contact for internal and external inquiries that visit the building
• Coordinate facilities management, including maintenance, security, and cleanliness
• Oversee office supply inventory, procurement, and vendor relationships. Monitor office-related expenses and assist with basic invoice approvals, staying within budget.
• Coordinate office equipment maintenance, IT support requests, and external service providers (e.g., cleaning, copier, etc.)
• Support scheduling of internal meetings, conference calls, and visitor arrangements. Plan and coordinate meetings, events, travel arrangements, and catering services
• Help organize team events, office lunches, or employee appreciation activities
• Maintain digital and physical filing system records and general administrative processes, in accordance with company policy
• Assist leadership and staff with administrative tasks such as document preparation, expense reporting, and travel coordination
• Assist with basic bookkeeping and liaise with accounting or finance as needed
• Uphold a positive office culture and employee engagement initiatives

Key Qualifications:

• High school diploma or equivalent required
• Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred, but not required
• 3+ years of experience in an office management, administrative, or operations role
• Strong and proficient knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent organizational and multitasking abilities
• Strong interpersonal and communication skills
• Strong writing skills
• Discretion and confidentiality in handling sensitive information
• Ability to work independently and take initiative
• Experience with office software tools (e.g., ERP (QuickBooks or NetSuite), Expense platforms (Concur), Travel platforms (CoreTrust), and/or HRIS (Dayforce)

Desired Skills:

• Strong organizational and project management abilities.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Solid negotiation and vendor management skills.
• Knowledge of environmental and sustainability initiatives in fleet operations.
• Proficiency in fleet management systems, data analysis, and reporting.

Work Environment:

• Primarily office-based in-office role during regular daytime business hours, Monday through Friday. Limited to no travel or weekend work expected
• Hours vary between 15-25 hours/week, with variation on the higher side when larger meetings are being coordinated on premises.
• Some physical activity required (lifting office supplies, setting up meeting spaces, cleaning/organizing, handling mail and parcel package shipments, etc.)
• Regular verbal and written communication with internal team members, visitors, building management, and external service providers.

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