Office Manager at Vista Higher Learning in Boston, Massachusetts

Job Description:

WHO ARE YOU? You are a detail-oriented, charismatic and solution-oriented office/ administrative professional. You consider yourself an administrative and facilities expert who enjoys supporting others and managing all of the intricacies of an innovative and active office environment. Your experience in similar roles, attention to detail, and organizational skills ensures the workplace is running efficiently daily.WHO ARE WE? We are passionate, lifelong learners, and creative thinkers working daily to develop culturally authentic language materials.WHAT IS THE ROLE ABOUT?TheOffice Manageris a dynamic role with diverse responsibilities across a variety of key areas such as administration, facilities and employee experience. In this role, you will have an important impact on cultivating a thriving office environment and employee experience, and that goal is at the forefront of everything that you do! As our Office Manager, you will be the first point of contact for facility-related issues, support employees with shipping packages, procuring equipment and supplies, and maintain supply budgets. Additionally, you will be responsible for setting up workstations for new joiners, creating purchase orders, organizational charts and invoice reconciliation. As a member of the people-operations/ HR team, you also provide support with employee recognition, which includes organizing catering and events as well as seasonal volunteer opportunities. A successful Office Manager works with a high degree of professionalism, urgency and confidentiality; youre a true problem solver with a roll up the sleeves attitude; no task is too big or too small!IN THIS ROLE YOU WILL:

• Evaluate office operational workflows and processes, identify and implement efficiencies that result in positive impacts on office procedures and employee experience
• Maintain a functioning office environment by ensuring working equipment (coffee machines, mail machine, printers etc.) is in working order, stock, tidy common spaces and order office supplies, equipment and furniture
• Develop programs to maintain or reduce costs while elevating office operations; track and manage supply budget and inventory
• Organize office layout, workspace needs and guest workstations (i.e. hoteling)
• Create expense and purchase orders and manage invoice reconciliations
• Develop and implement safety and emergency protocols to guarantee security awareness in the office
• First point of contact for all building and facility related issues
• Collect and distribute mail and packages (maintain account relationships with vendors such as UPS, FedEx etc.) maintain active vendor lists
• Greet and welcome guests, direct calls, create office badges
• Craft organizational communications, create meeting presentation slide-decks, create documentation for office/ equipment policies and procedures
• Create organizational charts and business cards
• Send welcome packages to new joiners and other important employee milestones
• Maintain an organized calendar to ensure all meetings and employee events are tracked
• Assist with travel and relocation logistics when needed
• Work cross functionally with HR, Accounting, and IT with various tasks and projects
• Additional responsibilities may be assigned when needed

YOU MUST HAVE(MINIMUM REQUIRED SKILLS & EXPERIENCE)

• Associates Degree required
• 5 years of experience in an office management role with prior experience managing facility related issues required
• Prior experience managing corporate event catering as well as office and kitchen supplies required
• Prior experience with event planning required
• Prior experience with reconciling expense reports as well as Budgeting and Purchase Order software required
• Strong Microsoft Office (including Power Point and Excel) acumen required for data entry, manuals, and reports
• Prior experience working with Human Resources and matters of sensitivity and discretion
• Must to able to lift up to 15lbs when necessary

IDEAL IF YOU HAVE or ARE(PREFERRED SKILLS & EXPERIENCE)

• Prior experience developing or leading trainings
• Strong professional communication skills (written and phone)
• Proven organizational and problem-solving skills
• Strong time and calendar management skills
• Solid project management skills; effectively manages multiple competing priorities
• Previous experience overseeing multiple office locations
• Prior experience with payroll or accounting software
• Prior experience working with and coordinating with IT
• Attention to detail and ability to think outside the box in a fast paced environment

LOCATIONIn-Office:This role requires an in-office schedule Monday through Friday at our Boston, MA location and is not available for hybrid. Suitable candidates must be located in Massachusetts. Candidates must reside within the United States and be willing to meet this requirement to be considered. Relocation assistance is not available at this time. This role requires some availability on nights and weekends for office emergencies



Equal employment opportunity, including veterans and individuals with disabilities.

PI266099788

Apply Now