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Office Manager

We are looking for an Office Manager who thrives in wearing many hats to ensure our office continues to be a great place to work. This is a great opportunity for a person who wants to gain experience in various operational tasks and work in a company with a start-up environment that is backed by a large corporation. We are looking for a go-getter who handles everything with a personal sense of urgency and can get things done!

 

Job Description

  • Provide overall administrative support and serves as the first point of contact for employees on all office/space related issues.
  • First point of contact for external visitors including greeting visitors.
  • Manage all aspects of our workspace and facilities operations, including vendor relationships, building maintenance, ongoing improvements to the space, and overseeing stock of kitchen and other key supplies including unloading dishwasher and managing janitorial services.
  • Manage travel and conference bookings, arrange domestic and international travel including itineraries, air, hotel, car rental and conference tickets.
  • Prepares expense reports for assigned executive and managers using Concur and ensure expenses are aligned with company policies and budgets.
  • Manage office equipment and supplies, including purchasing supplies as needed.
  • Be the go to person in the office for IT issues, work with remote IT department to ensure all phones, Polycom, video conference and TV are in working condition.
  • Event Coordination – build an engaging employee culture by planning team outings, manages the coordination of employee milestones such as Birthdays/Anniversaries, as well as other office events such as quarterly events, Holidays, volunteering events, food drives, product launches and other misc. celebrations.
  • Skillfully plan and execute onsite and offsite meetings including managing a budget, sourcing venues, procuring equipment and ordering meals, etc.
  • Accounts Payables and provide payment statuses to vendors.
  • Assist in On-boarding and Off-boarding employees, including posting jobs, scheduling interviews for hiring managers, set up new hire equipment’s and scheduling orientation meetings for new hires.
  • Manage department processes and continually look for ways to make them more efficient and ensure all documents are updated.
  • Manage company accounts – super admin to various software that company uses including, Gmail, Dropbox, Podio and Docusign.

 

Education:  Associate’s degree in business administration/business management or equivalent preferred.

 

Experience:  Minimum of 2 year of administrative/office management experience.  Previous experience in a fast-paced company or start-up preferred.

 

Skills, knowledge, and qualifications:  

·      You’re a people person and enjoy building relationships and helping others and innately know how to make people feel welcome and comfortable.

·      You know how to separate fun and work and can maintain a high level of confidentiality when the situation calls for it.

·      You’re flexible and proactive – you’re always thinking ahead and not only can acknowledge room for improvements but can think creatively and make suggestions for process improvement by asking the right questions and approaching tasks thoughtfully.

·      You’re considered the ‘caretaker’ of the office and is comfortable being the voice for the office.

·      Google Drive, Excel, Word and PowerPoint are well within your comfort zone.

·      You are a quick learner and can multi-task and take on projects with little instructions.

·      Basic knowledge of accounting or previous experience with accounts payables and invoicing is a plus.

·      Must be able to bend, reach and lift to 25 lbs. for stocking kitchen and supplies.

·      You have a “get stuff done” attitude – no job is too big or too small.

 

Why work here?

·      You'll be part of a dynamic, fun and creative atmosphere

·      Open space, floor plan

·      Located in the heart of San Francisco Financial District, walking distance to Bart stations

·      Unlimited snacks and drinks provided at the office

·      Competitive Health, Vision and Dental Insurance

·      401k Retirement Plan (Includes employer match contribution)

·      Quarterly company events, happy hour and casual Fridays

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