111 NORTH COMMON STREET, LYNN MA 01902 (781) 598-5517
95 FOURTH STREET, CHELSEA MA 02150 (617) 409-9360

JOB OPPORTUNITIES - Office Manager, Lynn and Chelsea

Full Time Exempt

Reports to: Director of Finance and Executive Director

The Office Manager will organize and coordinate office administration and procedures for our Main office and our satellite office in Chelsea, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Responsibilities:

  • Point person for maintenance, supplies, equipment, bills and errands
  • Provide back up for front desk coverage, greets visitors and callers.
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Provide general support to visitors
  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
  • Allocate tasks and assignments to subordinates and monitor their performance
  • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
  • Perform review and analysis of special projects and keep the management properly informed
  • Ensure top performance of office staff by providing them adequate coaching and guidance
  • Participate actively in the planning and execution of company events
  • Responsible for developing standards and promoting activities that enhance operational procedures
  • Coordinate office staff activities to ensure maximum efficiency
  • Evaluate and manage staff performance
  • Design and implement filing systems
  • Design and implement office policies and procedures
  • Analyze and monitor internal processes
  • Monitor and maintain office supplies inventory
  • Maintain a safe and secure working environment

Requirements:

  • Proven office management experience
  • Knowledge of office management responsibilities, systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Knowledge of accounting, data and administrative management practices and procedures
  • Knowledge of clerical practices and procedures
  • Computer skills and knowledge of office software packages

Office Manager key skills & proficiencies:

  • Communication
  • Analysis and Assessment
  • Problem Solving
  • Decision Making
  • Planning and Organization
  • Time Management
  • Attention to Detail
  • Accuracy
  • Delegation
  • Coaching
  • Teamwork
  • Budgeting
  • Supervising
  • Process Improvement
  • Supply Management

Education required; BA in administration or related field. At least 5 yrs. of experience in similar position.

To apply email resume and cover letter to:

jobs@fcslynn.org

or postal mail to:

JOBS
Family & Children’s Service
111 North Common Street
Lynn, MA 01902

Att: Kate Walton

Family & Children’s Service is an affirmative Action/Equal opportunity employer. All qualified applicants will receive consideration without regard to race, national origin, creed, sex, age, sexual orientation or disability.

Copyright 2018 Family & Children's Service