Office Manager, Vermont Office

Position summary:
The Office Manager is a key member of the Finance & Administration (F&A) team and will oversee the day-to-day operations and administration of the Vermont field office. In coordination with NY office, this position will also serve as a point of contact to support office -specific IT and HR functions, and assist in informing, implementing, and enforcing organizational policies and procedures in the field.

Responsibilities:
Global Administration

Oversee facility management, including office lease, security, organization and use of space, office renovations or improvements, maintenance and cleaning;

Act as liaison between building owners/superintendents and RA management;

Development and manage Vermont office budget and monitor expenses against budget. Working with Finance, understand and communicate any material variances and provide quarterly report;

Review and prepare PRF for expenses related to facility management and office supply expenses;

Responsible for overseeing the research and procurement of cost effective office/lease maintenance contracts for items such as the phone system, internet service, photocopiers, electricity, and other service contracts and leases. Coordinate with IT, Operations and Global Administration where appropriate;

Manage the purchasing of furniture, fixtures and office supplies as required and informed by RA policies; maintain inventories of furniture and equipment and create plans and budgets for upgrades or replacements as needed;

Maintain, inform and enforce RA and local F&A policies and procedures and serve as information conduit to other units as needed;

Maintain, update and communicate office security and emergency plans;

In accordance with RA and local policies oversee document management and retention process for office;

Supervise administrative staff, if applicable; and

Other general office services such as oversee reception area; answer and/or redirect inquiries regarding RA programs; coordinate visitor lodging, rentals and logistics, manage support for in-house meetings and lunches including set-up, breakdown, AV equipment, and copying handouts; maintain awareness of staff schedules; prepare outgoing mail and distribute incoming mail including courier services, and including but not limited to administrative support for local staff.

Senior Management Support

Provide administrative support for local senior management including travel arrangements, scheduling of meetings and updating senior management calendar; submitting credit card and cash expenses in Concur and other administrative support as requested.

IT

In conjunction with the New York IT team, ensure computer equipment, network and systems are maintained and functioning properly. Ensure staff receive IT support as needed and that policies and procedures are communicated and understood regarding information technology;

Responsible for general troubleshooting and system changes to phone system with approximately 20 lines;

Coordinate with IT to administer IT inventory and equipment management controls;

Supervise consultants that provide IT support including computer, network and internet services and other services as needed;

Coordinate quarterly RA NY IT visit to the Vermont Office including agenda of IT work needed and follow up as to completed status, IT update meeting with VT staff; and

Provide GoToMeeting and other conferencing programs support including scheduling of meetings and webinars and troubleshooting GoToMeeting issues.

Human Resources

Manage new staff orientation process and provide support to NY-HR with new hires; and

Coordinate with NY-HR on scheduling phone and in-person interviews of potential hires; management logistics of out-of-town candidates; interview candidates as requested.

Qualifications:
Bachelor’s Degree in Business Administration or related field preferred;

Minimum 3 years of proven substantial and successful experience overseeing administrative activities;

Excellent organizational skills with an emphasis on administrative and personnel management;

Strong communication and interpersonal skills to deal with a diverse clientele and staff, along with excellent writing and editing skills;

Ability to operate with independence and discretion, show good judgment and be resourceful;

Flexibility to handle multiple issues simultaneously, while remaining composed during stressful situations;

Ability to work effectively as a member of a team;

Must have excellent computer skills (Microsoft Office Suite) experience in IT troubleshooting a plus; and

While performing the duties of this job, the employee must occasionally lift and/or move up to 25 pounds.

Salary:
Commensurate with experience.

Benefits:
We believe that all employees, regardless of location or title, should have access to benefits. We strive to provide programs that provide the following:

Health/medical coverage for staff and family

Retirement savings plans;

Paid time off for holidays/vacations, illness, and personal needs;

Assistance for adverse situations that might arise while on business travel; and

Insurance for unfortunate circumstances.

Benefits vary, depending on location. Please talk to your recruiter during your interview about specific benefits for your location.

Application:
Please apply online at https://home.eease.adp.com/recruit/?id=15571151 . Combine your cover letter and resume into a single file for upload.