Office Manager

Job Description

BENEFITS

Veolia's comprehensive benefits package includes paid time-off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement.  Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.

POSITION PURPOSE: The Office Manager is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. They are also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

PRIMARY DUTIES / RESPONSIBILITIES

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities. 
• Negotiates the purchase of office supplies and furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions. 
• Supervises the maintenance of office equipment, including the copier, fax machine, etc. 
• Responsible for the facility's day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.) 
• Participates as needed in special department projects.
• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.  Proofs art or graphics and verifies that art and text agree. 
• Enters data from various sources to maintain and update various databases and spreadsheets.  Ensures data integrity by verifying input and calculations. 
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time. 
• Screens telephone calls and visitors.  Answers basic questions and provides information.  Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner. 
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory of departmental office supplies.  Prepares purchase requests for above items and coordinates with the purchasing department. 
• Occasionally schedules & maintains a calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements.  Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events.  Ensures accurate and timely communication to involved parties.

SPECIFIC ACTIVITIES (INTERMITTENT, ON AN OCCASIONAL BASIS, ETC.)

• Assists others in facility / office as needed. May assist with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation.  

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT    

Work Environment: 

• Spends most of time in an office environment.   Occasional visits to plant areas.

Possible Work Hazards: 

• Must take care in moving or lifting office supplies.   Infrequent exposure to plant hazards including noise, rotating equipment, chemicals, fumes and water hazards.

Physical Demands: 

1. While performing the duties of this job, the employee is regularly required to sit (75%); use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand (10%); walk; and stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 25 pounds in warehouse.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Qualifications

Education / Experience / Background

• High school diploma or GED plus additional specialized courses or Associates Degree in related field with ability to perform mathematical functions.
• At least five years’ directly related experience in an administrative capacity for a project, program or department. 
• At least three years of internal experience is preferred.
• Lead experience or supervisory training with an understanding of human relations, training, performance evaluation and health and safety.

Knowledge / Skills / Abilities

• Must have general knowledge of budget preparation and understanding of cost control. 
• Must be able to order office supplies and other plant equipment and maintain proper stock levels.
• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.  Must have Good telephone and email etiquette. 
• Excellent PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel / Access, and other departmental software programs.  Ability to develop spreadsheets, prepare reports and modify formats in order to complete assignments and ability to recommend improvements.
• Above average organization & communication skills required to interact with multiple internal, external & executive contacts.  Must demonstrate effective written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.  Good telephone etiquette. 
• Must be able to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.   
• Must be able to handle diverse tasks simultaneously and work effectively with interruptions and consistently meet or exceed production and quality goals.  Ability to handle confidential or sensitive information or issues.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.
• Must demonstrate commitment to compliance with application laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures. 
• Oversee warehouse inventory, receiving and organization.