Office Manager

We are seeking a highly organized, proactive, and detail-oriented individual to join our team as an Office Manager / Administrative Coordinator. This role is crucial in ensuring the smooth operation of our startup, managing daily administrative tasks, coordinating monthly payroll, handling expense and reimbursement management, and providing essential support to our executive team.

Responsibilities

Administrative Support:

• Manage office supplies and equipment, ensuring everything is stocked and operational.
• Prepare and edit correspondence, reports, and presentations for the executive team.
• Handle confidential and sensitive information with discretion and professionalism.

Office Management:

• Oversee day-to-day office operations to ensure a productive and efficient work environment.
• Plan and organize office events, team-building activities, and client meetings.
• Coordinate with IT on all office equipment and maintenance needs.
• Organize and coordinate meetings, including preparing agendas and minutes.
• Ensure meeting rooms are prepared and equipped.

Financial Coordination:

• Coordinate monthly payroll with our financial provider.
• Manage expense reports and reimbursement processes.
• Assist in budget tracking and financial reporting.
• Prepare travel expense reports and maintain records.

Communication and Coordination:

• Act as a point of contact between the executive team, internal teams, and external stakeholders.
• Screen phone calls, emails, and other communications, handling them appropriately.
• Assist in managing special projects as assigned by the executive team.
• Monitor and follow up on pending tasks and deadlines.

Qualifications

• Minimum of 3 years of experience in office management, administrative coordination, or a similar role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to handle multiple tasks and work independently.
• Experience in a startup environment is a plus.

Skills and Competencies:

• Excellent verbal and written communication skills.
• Ability to prioritize tasks and manage time effectively.
• High emotional intelligence and cultural sensitivity.
• Proactive planning and anticipation of needs.
• Technical proficiency in data analysis and office management tools.