Office Manager

Brendan Coakley

OFFICE MANAGER

McLean, VA

Job Description: The Office Manager (located in our McLean, VA office), is responsible for providing administrative, facility management, and project support for all of FARE’s offices to ensure effective and efficient operations. S/he will be a key player in making it possible for staff to maximize their work time, efficiency, and business results, while enhancing a positive office culture. The primary duties include organizing and coordinating office procedures, administration, operations, and resources to maintain organizational efficiency. S/he is responsible for providing basic level support and resolution for technical problems relating to workstations, printers, copiers, phone system, and vendor specific hardware and software. From time to time, the individual will be exposed to sensitive and confidential information and is expected to secure and safeguard the information at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Overall Office Management

• Serve as back-up to Administrative Assistant to include: fielding opt-out incoming calls: sorting and distributing incoming mail and packages; prepare and coordinate outgoing mail and packages; maintain and replenish office supplies inventory for the national office
• Maintain office, Break Room, and Conference Room cleanliness and presentation
• Review office supply acquisitions and submit invoices through T&E system
• Maintain facility agreements; negotiate renewals and contract agreements for office vendors
• Liaise with external vendors, agencies, and organizations
• Orient new employees to include prepping workspace prior to start date, ordering business cards, name plates, equipment, etc.
• Analyze simple to moderate issues and determines appropriate vendor escalation to resolve problems
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Identify /implement cost-effective approaches
• Support and implement organizational technology changes
• Analyze internal processes and recommend and implement procedural or policy changes to improve operations
• Develop procedures for office record keeping; maintain records and update information as necessary
• Maintain the organization’s office and facility budget and keeping track of all expenses
• Manage national office keys and facility access cards
• Manage gym membership applications for McLean office
• Maintain confidentiality of sensitive data
• Participate in meetings conducted by the management

IT Support

• Respond to inquiries and requests for assistance with the organization’s computer systems or PCs
• Analyze simple to moderate technical issues and determines escalation to appropriate resources to resolve problems
• Manage phone systems
• Provide basic computer systems set-up for new hires
• Maintain copiers and printers

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative and facility management procedures and practices
• Knowledge of clerical procedures and practices
• Knowledge of management and business principles
• Excellent planning, organizing, time and work management skills
• Strong attention to detail
• Ability to handle multiple tasks and demands on time and stays clearheaded and calm when faced with changing priorities and emergent needs.
• Strong independent working skills
• Knowledge of basic computer set-up, PC/workstation hardware, remote computing, and technical troubleshooting
• Experience in troubleshooting, diagnosing, and solving basic computer software and hardware related problems.

EDUCATION AND EXPERIENCE

• Bachelor degree in business or management field from an accredited college or university or equivalent combination of education, training, and experience
• 5+ years of office management experience
• Exercise good judgment, problem solving, and decision-making skills
• Ability to work well with all levels of internal management and staff, as well as outside partners and vendors.
• Adept with mastering new technology systems quickly
• Highly proficient in Microsoft Office Suite and applicable PC hardware

To Apply

Qualified applicants interested in joining our dynamic organization should submit completed employment application and resume to: career@foodallergy.org. We look forward to reviewing your credentials. Should you be selected as a potential match to one of our openings, a member of our Human Resources team will be in touch directly to discuss next steps. Thank you.