Office Manager

The Office Manager is responsible for overseeing the day-to-day administrative operations of the office. This role ensures that the workplace runs smoothly, supports team productivity, and contributes to a positive company culture. The Office Manager will coordinate office activities, manage supplies and equipment, and serve as a point of contact for internal and external communications. The ideal candidate is highly organization, detail oriented, and professional with strong communication and multitasking abilities.

Key Responsibilities:

Administrative Support:

• Oversee daily office operations including managing correspondence, scheduling meetings, and maintaining office calendars.
• Provide administrative support to senior management and team members as needed.

Office Operations Management:

• Coordinate maintenance, repair, and improvements for office facilities and equipment.
• Manage office supplies, place orders, and maintain inventory to ensure uninterrupted operations.
• Oversee mail distribution, courier services, and shipping/receiving activities.

Staff Coordination:

• Supervise and support administrative staff, delegate tasks, and ensure effective collaboration across departments.
• Perform active recruitment, selection, and hiring functions for all positions.
• Facilitate onboarding for new employees by coordinating orientation sessions and introducing company policies.

Communication & Coordination:

• Act as a liaison between management, employees, and external vendors.
• Organize company events, meetings, and conferences to foster a collaborative and inclusive work environment.
• Act as a resource for employees in understanding the expectations and culture at Novae; advise on benefits, organizational policies, employment laws, and advocate for positive relationships and individual growth.
• Act as a resource for leaders in proactively leading employees. Advise on organizational policies, employment laws, and, when needed, facilitate the corrective action process through counsel, documentation, and delivery.
• Support employees and leaders in a local HR capacity, including but not limited to, recruiting, interviewing, risk mitigation, employee relations, etc.
• Support the safety of teams through teaching safe work practices, regularly discussing safety as a priority, investigating accidents, maintaining safety related reports, and participating in corrective actions of safety issues as needed. Manage timely facilitation of safety compliance related training ensuring all needed documentation is present

Record Keeping & Reporting:

• Maintain accurate records of office expenses, budgets, and inventory.
• Prepare reports and presentations as needed for management.

Qualification & Experience:

• High school diploma required; a bachelor's degree in business administration or a related field is preferred.
• Bilingual - Spanish speaking, reading, and writing
• Proven experience in office administration, management, or a related role (typically 3+ years).
• High level proficiency in Microsoft Office software, quickly adaptable to learn updates and new software.
• Critical problem-solving skills
• Ability to think independently and adapt quickly; without much supervision.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines in order to prioritize responsibilities in a timely manner.
• Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Ability to function well in a fast-paced and rapidly changing environment, adaptability.

Additional Information:

• This role may require occasional extended hours to meet deadlines or support special projects.
• The Office Manager should be proactive, adaptable, and committed to maintaining a supportive and efficient workplace culture.