Office Manager
Company: Laufer and Associates
Location: Boston
Posted on: September 25, 2024
Job Description:
Reports to: Sr. VP of Operations and Business Development FLSA
Classification: Full Time, Exempt Job Description The person in
this role is responsible for overseeing the daily operations of our
Client Company's Boston and New York offices and will be
responsible for best-in-class facilities and support functions for
these offices. This person must be experienced and comfortable with
communicating with department heads to solicit feedback, to
incorporate needed changes and updates, and demonstrate a proven
ability to relay important information and policies to staff and to
support the highly professional staff of one of the world's leading
Private Equity firms. This person will need to lead the Office
Services staff to provide the finest service possible - from
conference room management to office supplies to catering.
Additionally, s/he will need to attract, recruit, hire, and
maintain top notch talent with Executive Assistants, Administrative
Assistants, Office Services, and Reception. The position requires
strong interpersonal skills to interact positively with all
employees at all levels, professionalism and leadership ability to
manage challenges and supervise staff, and have a highly developed
attention to detail to ensure tasks are completed thoroughly and
accurately. OFFICE MANAGEMENT: FACILITIES
- Manages services and invoicing for Boston office, including
catering, office supplies, kitchen supplies, cleaning services,
temporary help, leases, furniture, utilities, parking, storage,
office equipment, publications, travel, delivery and courier
services, repairs, printing and outside copying, postage, and
artwork.
- Conference rooms management
- Assigns and monitors administrative responsibilities for
conference rooms/meetings.
- Oversees staff to maintain conference room set up and clean up,
including IT needs and catering.
- Ensures conference room scheduling is correctly managed.
- Oversees kitchens management including catering, equipment,
supplies, and utilities.
- Manages and coordinates all office construction projects,
furniture moving, relocation, and storage.
- Acts as main point of contact with Property Manager.
- Manages internal moves: works with Managers, IT, and Office
Services and maintains updated floor plans.
- Management of contractors and vendors regarding ongoing
construction or renovation projects.
- Supervises the maintenance and alteration of office areas and
equipment.
- Oversees NYC office management.
- 2021: manages bulk ordering and distribution of test
kits.ADMINISTRATIVE
- Manages Office Services staff and conducts annual performance
reviews.
- Supervises Executive Assistants in Boston and NYC.
- Responsible for all hiring of office staff, including
facilities team and executive assistants.
- Works closely with teams to effectively assign appropriate
administrative support.
- Works closely with Executive Assistants to workload and assign
backup help as needed.
- Works with HR to manage employee corrective action for office
and administrative staff.
- Reviews and approves weekly timesheets.
- Helps develop and implement office policies and
procedures.
- Manages travel programs in Boston and NYC offices, negotiates
airline and hotel contracts.SECURITY
- Maintains a safe and secure working environment
- Responsible for safety programs such as Life Safety Team.
- Arranges for first aid and CPR training.
- Manages office security:
- Building pass and internal access system.
- Incident Management Team / Business Recovery Plans.
- Manages emergency message alerts.REQUIREMENTS
- Four year college degree.
- At least 15 years' experience working at a professional
services firm, such as investment services, financial services, or
management consulting, including at least 5-8 years managing the
daily operations of such a firm.
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Keywords: Laufer and Associates, Leominster , Office Manager, Administration, Clerical , Boston, Massachusetts
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