Office Manager - QUAD, a SolomonEdwards Company : Job Details

We are seeking a dynamic and detail-oriented Office Manager to join our team. This role is pivotal in ensuring the smooth operation of our corporate services, including administration, facilities management, and office support. The ideal candidate will thrive in the Reception position, embodying the demanding requirements of being a true Gatekeeper and face of the firm. They will be quick, thoughtful, and precise in all their tasks, contributing to the efficiency and effectiveness of our organization.

Hours: 8:30 AM - 5:30 PM, Monday through Friday

Key Responsibilities:

• Reception: Guest Services: Welcome and service external guests with professionalism and warmth, creating a positive first impression and representing the firm's corporate culture.
• Communication Management: Answer the main company line, managing and directing calls efficiently, while ensuring a high level of service to all callers.
• Mail and Package Handling: Sign for and distribute all incoming and outgoing mail and packages promptly and accurately.
• Hospitality Coordination: Greet guests to ensure their comfort and a hospitable environment.
• Meeting Coordination: Coordinate external meetings, maintaining the Meeting Room calendar, and ensuring seamless scheduling and preparation.
• Conference Room Preparation: Prepare conference rooms with necessary equipment, refreshments, and ensure all audiovisual equipment is operational.
• Catering Management: Manage catering for all external meetings, ensuring high-quality service and presentation.
• Office Management: Facility Oversight: Ensure the office environment is welcoming, functional, and well-maintained to support employee productivity and comfort.
• Vendor Coordination: Liaise with external service providers for office maintenance, repairs, and improvements, ensuring timely and efficient resolution of issues.
• Resource Management: Track and order office supplies, ensuring the office is well-stocked and equipped to meet the needs of all staff.
• Cleanliness and Organization: Maintain cleanliness and tidiness of all office areas, including the lobby, printer room, wet bar, and kitchen, ensuring a professional appearance at all times.
• Equipment Maintenance: Monitor and maintain office equipment such as the dishwasher, coffee machines, and printers, ensuring they are in good working order.
• Space Planning: Assist in organizing and optimizing office layout and space utilization to enhance workflow and collaboration.
• Supply Management: Place weekly food and beverage orders, refill pantries as required, and ensure office supplies are always well-stocked.
• Administrative Assistance: Executive Support: Provide comprehensive administrative support to the Executive Team, including managing calendars, organizing meetings, and preparing documents.
• Travel Coordination: Efficiently handle all aspects of travel bookings for executives, including flights, hotels, rental cars, and transfers, ensuring seamless travel experiences.
• Expense Management: Prepare and process expense reports accurately and in a timely manner, maintaining meticulous records.
• Project Assistance: Assist with special projects and initiatives as needed

The specific compensation for this role will be determined based on the education, experience, location and skill set of the individual selected for this position.

SolomonEdwardsGroup, LLC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, or protected veteran status.

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