Office Manager
Basking Ridge, NJ, United States
Job Description Job Description Salary: Based on Experience
Do you have a reputation for solving problems and making sure everything runs smoothly? Victory Healthcare Communications, an award-winning pharmaceutical advertising agency with over 35 years in the industry, is looking for an experienced Office Manager that is detail-oriented and Mac savvy to work onsite in our Basking Ridge office, helping support business operations, technology needs, and our leadership team (including working closely with our company President).
Title: Office Manager
Reports To: President
Employment Type: Full-Time with 3-month probationary period
Job Location: In-Office 5 days per week (Basking Ridge, NJ)
The Role:
The Office Manager will oversee and manage the daily activities of the office to ensure business operations run smoothly, as well as function as the primary support for the company’s technology. This includes record-keeping, document preparation, mail distribution, reception, meeting coordination/scheduling, supplier management, office supply inventory management, management of IT activities, overseeing internal IT support, implementation of policies regarding proper system operations, research and recommendation, and other technical support. The Office Manager will also handle some administrative assistant tasks and responsibilities may change over time.
The ideal candidate is an assertive self-starter that can be outgoing, enthusiastic, and friendly, as well as analytical, objective, and focused. The candidate should have the ability to take on repetitive assignments, solve problems, meet time-sensitive deadlines, and multitask when needed. The Office Manager should be detail-oriented and Mac savvy, and be able to work onsite at our office 5 days per week.
Top Responsibilities:
50% Office Management
30% IT Administration and Management
20% Administrative Assistance
Office Management and Administrative Assistance:
Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policies/procedures
Manage agendas, travel plans, and appointments for the President and upper management
Manage emails, letters, packages, phone calls, and other forms of correspondence
Manage office supply inventory tracker and replace supplies as needed to avoid interruptions in standard front office procedures
Prepare presentations as needed for events, projects, meetings, etc.
Maintain the tidiness and cleanliness of office public areas
Develop standards and promote activities that enhance operational procedures and maintain a positive workplace
Manage relationships with vendors, service providers, landlord, and internal finance manager to ensure that all items are invoiced and paid on time
Plan and coordinate office celebrations, the annual holiday mailers, and the end-of-year party
Promote and champion a positive company culture
Assist in onboarding new staff
Maintain security process and procedures for the office
IT Administration and Management:
Work directly with IT consultant to ensure all APPLE products (computers, tablets, phones, etc.) and the network have updated software, meet security requirements, and are running optimally
Technology troubleshooting/repair/resolution services for all deployed workstations, mobile devices, applications, network/remote access & messaging services, for end-users across all sites
Prioritize issues based on severity and urgency and refer emergencies to the IT Consultant when deemed necessary
Handle provisioning and deprovisioning of equipment for new hires and exiting employees, respectively, and make sure all run efficiently and are kept clean and up to date
Prepare office space, computers, and equipment to ensure that all items are functioning properly, are in place, and are set up for onboarding of new staff
Administer and maintain Google Chrome accounts
Add and/or remove employee access to all local and cloud-based programs
Ensure that all Audio/Visual needs for internal meetings are in good working order and be available to resolve any problems
End-user security/protection application support (virus/malware removal, hard-drive back-up, hard-drive encryption configuration, in conjunction with IT consultant)
Provide daily remote support to all staff members when IT problems arise
Occasional on-site technology support after-hours & during high-demand periods (incidents/outages, enterprise-wide deployments, etc.)
Diagnosis/resolution of computer hardware, software & network issues for Executive and VIP personnel at all sites (on-site & via remote support tools)
Low-level network support (port testing, bandwidth monitoring, equipment checks, share drive troubleshooting, etc.)
Background/Experience/Skills:
Bachelor’s degree or relevant work experience
3–5 years of experience in Office Administration/Management or related area
2 years of experience in IT or related area
2+ years of tech support in an Apple Macintosh computer environment
1–3 years of supervisory experience a plus
Soft Skills include intuition, problem solving, diplomatic resolution of incidents, monitoring the pulse of the staff
Must be extremely computer savvy, and easily pick up new technology and terminology
Must possess patience and the ability to troubleshoot and train less experienced technology users
Excellent communication skills
Experience influencing, persuading, and negotiating
Extensive knowledge of functional area and departmental processes
Microsoft Office & Calendar Management Expertise
Must be proficient with Mac OS X
Knowledge of Adobe Creative Suite, Mac Pages and Numbers a plus
Familiarity with Pharmaceutical industry a plus
Ability to manage and maintain highly confidential and proprietary information with the utmost integrity
Victory Healthcare Communications is committed to hiring and developing exceptional talent to perform the many tasks necessary to providing high-quality service. An integral part of this policy is to provide equal employment opportunity for all persons considered for employment and to recruit and administer hiring, working conditions, benefits and privileges of employment, compensation, training, opportunities for advancement (including upgrading and promotion), transfer, and termination of employment (including layoffs and recalls) for all employees without discrimination because of race, creed, color, national origin, nationality, ancestry, age, sex (including pregnancy), familial status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military status, mental or physical disability (including perceived disability and AIDS and HIV status), or other characteristics unrelated to a person’s qualification and/or job performa nce). If you are truly detail oriented, you will discover that you need to mention the word "spaceship" in one of the application questions.
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