Office Manager - Rapid Finance : Job Details

Office Manager

About Our Company

It's not just a job. It's a mission. If you're as passionate as we are about empowering the small businesses of America, then you'll be right at home with us.

Rapid Finance is the nation's leading provider of alternative financing solutions for small and mid-sized businesses. When traditional funding sources are beyond reach, Rapid Finance offers flexible financing solutions to help fit the unique needs of business owners. Rapid Finance helps growing businesses achieve their goals and reach even higher by providing access to the working capital.

At Rapid Finance, we specialize in fast, simple, and trusted business financing. We are 100% committed to the long-term growth of our client's business.

Our company is expanding. We aggressively invest in our people and technology to create a best-in-class customer experience. Let US invest in you.

Rapid Finance has an exciting opportunity for an Office Manager supporting our Corporate Office in Bethesda, MD. This position is a hybrid role (minimum of three days in the office).

About the Job

The Office Manager is responsible for providing the highest level of customer service to internal and external customers by managing the day-to-day administrative functions for the office (onsite and virtually) and corporate team. This role is critical to the organization and is a first responder to urgent and ongoing requests involving team members, clients, vendors, and the community. The right candidate will be a critical driving force for the Rapid Finance culture and has a wide range of responsibilities spanning office administration, event planning, facilities support, and senior management support. The Office Manager represents the organization and its values to everyone they interact with. They will ensure all administrative matters are handled promptly, professionally, and competently.

Responsibilities & Duties:

Office Administration/Facilities

• Manage relationships with building management, handling facilities and parking requests in a timely and responsive manner, including administering parking passes.
• Manage all aspects of ordering and inventory of office supplies, kitchen supplies, and food.
• Assume leadership for ensuring the overall aesthetic of interior spaces - Organization of kitchen area, supply room & general office cleanliness.
• Perform general facility and office equipment maintenance, and coordinate repair and maintenance efforts with third-party vendors.
• Create, review, and modify documents such as invoices, reports, memos, letters, and presentations using MS Office and Adobe products.
• Administer team member recognition, acknowledgments, service awards, and special events.
• Distribute incoming mail, prepare outgoing mail for shipping, and handle shipping.
• Greet visitors to the company, answer and direct phone calls, and manage workspace needs for our remote or hybrid team members.
• Update and maintain corporate documents on the corporate drive.
• Maintain confidentiality of internal documentation.
• Be proactive in noticing areas of improvement and provide suggestions to the manager.
• Provide general administrative support departments and assist with special projects, as needed.
• Provide billing information and vendor invoices to the accounting department.
• Create and send team member communications.

Event Planning

• Coordinate, plan, and manage all corporate events, monthly team member recognition, and team-based events with Culture Club.
• Arrange office activities and meetings (team meetings, lunches, holiday parties, celebrations, etc.), including ordering food, vendor and event management.
• Coordinate and execute required services for new team members and office space, ensuring new team members are welcome, e.g., ordering their nameplates, business cards, and Rapid gear.
• Coordinate and execute the setup/breakdown and coordination with leaders, teach support, vendors, and/or participants of on-site and remote webinar meetings (ex. Town hall meetings, remote culture events, etc.)
• Plan and execute events such as team member lunches, flu shot clinics, guest speakers, and raffle drawings.
• Coordinate team member gifts and giveaways, including managing the gift card program and arranging gifts and awards.
• Prepare documents and correspondence, and negotiate vendor contracts
• Assist new team members with onboarding and orientation when needed.

Other Support

• Manage logistics for internal and external senior management meetings
• Provide support to senior management on culture, team member engagement, and similar office-wide initiatives
• Collect and process expense reports via an online system and interface with the accounting office for timely processing.
• Assist travel arrangements for staff, contractors, and consultants.
• Complete other tasks and special projects as requested.

About You

• You have an associate degree or equivalent work experience; a Bachelor's Degree is preferred.
• You know how to run an office and understand the importance of bringing fantastic judgment, decision-making skills, and professional maturity to the role.
• You have three or more years of work experience in a professional office administration/facilities role.
• You are experienced with corporate event planning, budgeting, and logistics while managing multiple events simultaneously.
• You can work a flexible schedule of 40 hours per week and have flexibility based on business needs.
• You are a whiz on all social media platforms – you can create and publish content for events and build brand awareness for future team members.
• You have a valid driver's license and your own mode of transportation (preferred)
• You are a notary or can become one.
• You are willing to go beyond the limits of your job description – if something needs to be done, you're willing to do whatever it takes to keep the team running.
• You can problem solve, manage crises effectively, and maintain a professional composure while working under pressure.
• You pride yourself on identifying and correcting errors, capturing all relevant details, and finishing things on time.
• You can work independently, managing relationships and processes with minimal supervision.
• You consider yourself a self-starter with a strong work ethic.
• You are outgoing and polite, with exceptional verbal, interpersonal, and phone skills.
• You are very comfortable with the advanced features of Adobe and MS Office suites – Word, Excel, and PowerPoint.

WHAT YOU LOVE ABOUT US:

Rapid Finance is honored to have been named one of the Top Workplaces for 2019-2023!

* Excellent Compensation & Exceptional Comprehensive Benefits!

* PTO, Plus 10 Paid Federal Holidays!

* Medical/Dental/Vision and Health Savings Account available!

* Company Paid STD, LTD, and Life Insurance!

* Matching 401K!

* Steps from Bethesda metro!

* Relaxed office environment with game rooms!

Rapid Finance is committed to creating a diverse workforce and is proud to be an Equal Opportunity/Affirmative Action Employer (M/F/Disability/Veterans). We will consider all applications without regard to race, gender, sexual orientation, gender identity, age, color, religion, national origin, veteran status, disability, genetic information, or any other status protected by applicable law.

Employment will be contingent on the outcome of a background investigation and reference checks. While all applications are appreciated, only those candidates selected for an interview will be contacted.

Normal Working Hours, Additional Working Hours, and Travel Requirements

This is a full-time position, working 9:00 a.m.–6:00 p.m., Monday through Friday. This position may occasionally require longer hours to support events, and flexibility may be needed depending on the business needs.

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. This would require the ability to lift boxes, open filing cabinets, stock shelves, and bend or stand on a stool as necessary. Walking and/or standing throughout the day, with some driving, can sometimes be expected. Occasionally may be required to leave office to purchase items as needed.