Office Manager

Summary

The Office Manager assists the IT, Facilities, and Video Production departments with organizational efficiency and effectiveness. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and project management. 

Success Traits

  • Strong organizational and communication skills
  • Attention to detail to ensure tasks are completed thoroughly and correctly. 
  • Flexibility to adjust to new tasks as priorities shift.
  • Strong interpersonal skills to interact positively with Museum staff, contractors, and vendors. 

Responsibilities

  • Organize and schedule meetings and appointments.
  • Act as a liaison between Spy colleagues and IT, Facilities and Video Production staff.
  • Maintain documentation from meetings, recording notes and tracking deliverables.
  • Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time.
  • Process invoices for the IT, Video Production, and Facilities departments.
  • Organize ongoing projects to keep deliverables on track.
  • Allocate tasks and assignments to team members including Help Desk administration.
  • Develop standards and procedures that enhance office operational effectiveness.
  • Monitor and maintain office supplies inventory and acquisitions.
  • Assist in keeping the office clean, safe, and in good working order.
  • Such other tasks as from time to time are assigned.

Education and Experience

  • Bachelor’s degree required
  • 2-3 years of experience in office setting.
  • Experience in project management/project coordination.
  • Proficient in Microsoft and Salesforce/CRM products.

Skills Preferred

  • Excellent written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts.
  • Outstanding organizational and planning skills with the ability to complete a wide variety of tasks.
  • Excellent time management skills and the ability to multi-task and prioritize work.
  • Working knowledge of accounting, data, and administrative management practices and procedures.
  • Basic knowledge and understanding of Information technology terminology.
  • Working knowledge of Salesforce or similar CMS platform.

Basic skills/knowledge or willingness to learn the and acquire proficiency in:

  • Microsoft Windows, O365 Suite including MS Teams, Active Directory administration and Salesforce administration.
  • Configuration and troubleshooting of printers, copiers, laptops, desktops and phones.
  • Understanding of basic network principles as well as protocols and services such as IP, DNS, and DHCP.
  • Knowledge of Adobe Creative Cloud Suite.

How to apply: 

Please submit a cover letter, resume, digital portfolio and salary requirements to the Office Manager Form.

EOE