Office Manager

Full Time
|
Berkeley

Our headquarters is seeking an experienced, professional Office Manager to join our dynamic team. The Office Manager will oversee the general administrative and facilities functions of the 70+ person Berkeley office while working closely with leadership and all levels of staff to ensure smooth daily operations and satisfying workplace culture. 

Responsibilities

General Office Management and Administrative

  • Answer phones and address all visitors in a professional manner, anticipate and address their needs 
  • Maintain an organized and well-equipped office, including office supplies, phone systems, mail systems, kitchen stocks
  • Maintain cleanliness of the conference rooms and common spaces
  • Manage office calendar 
  • Manage other front desk staff and schedules
  • Manage and schedule conference rooms, equipment check-outs
  • Communicate with other MIG offices
  • Perform general clerical duties including ordering supplies, filing, photocopying, faxing, scanning, and mailing
  • Coordinate new hire onboarding with HR as needed
  • Coordinate office-wide meetings and events

Facilities Management

  • Coordinate building management vendor (external and internal maintenance vendors – janitorial, gardening, building repairs, equipment repairs)
  • Manage and coordinate any building repairs, updates, etc. 
  • Coordinate with CEO/CFO on leases of rental buildings on the property 
  • Manage rental of large conference room to external clients 
  • Maintain list of vendors and contacts
  • Maintain facilities management checklist

Accounting Support

  • Back up support to A/R and A/P accountants with filing, data entry, vendor coordination, or additional duties as assigned

Project Support

  • Back up assistance to project teams including meeting set up, internal reporting duties, expense reports, or additional duties as assigned

 

Qualifications

The ideal candidate has experience managing a mid- to large-sized office with facilities management components, will show initiative, be a dependable professional who can work as part of a large, collaborative team in an open environment, and maintain a sense of humor and have fun at work. This position is ideal for someone who is an enthusiastic people-person who likes to stay busy with a variety of duties. 

  • 5+ years of professional office or facilities management experience is required
  • Associates degree preferred
  • Proficiency in Microsoft Excel, Word, and Google Suite
  • Knowledge of clerical and administrative procedures and systems such as filing and record keeping
  • Professional demeanor, positive attitude and desire and willingness to learn 
  • Flexibility, adaptability working with a variety of responsibilities in a fast-paced environment
  • Sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner
  • Strong verbal and written communication skills
  • Detail oriented, accurate, organized
  • Ability to multi-task and prioritize work efforts
  • Must be a team-player with the ability to interact with clients and co-workers with tact and diplomacy
  • Uses discretion in difficult or confidential matters
  • Ability to lift up to 25 lbs to assist with meeting support, supplies and equipment