Job title
Office Manager
Reports to
Owner/Principal
Job summary
The Office Manager will organize and coordinate administrative duties and office procedures to ensure organizational effectiveness and efficiency. This role will serve as the primary point of contact for vendors, and the owner, managing a wide range of administrative tasks. The ideal candidate will be a strategic thinker who can develop, implement, and manage office systems to support business growth. This role requires a flexible and proactive approach, with some on-site work with clients. Light bookkeeping. Job is not remote and is located in Encinitas, CA
Responsibilities
Administrative and operational management
Serve as the main point of contact for vendors, providing exceptional customer service.
Manage the owner's and company's calendar, schedule meetings with vendors, and coordinate appointments.
Develop, implement, and maintain efficient office systems and procedures to streamline workflows.
Manage office supplies and equipment, ordering new items as needed and coordinating maintenance and repairs.
Handle and direct incoming and outgoing mail and shipments.
Perform general administrative support tasks, such as creating presentations, transcribing notes, and organizing digital and physical files.
Vendor and client management
Research and find new vendors and service providers to meet business needs and improve cost-effectiveness.
Negotiate contracts and manage relationships with all vendors, service providers, and building management.
Provide on-site support for client meetings and events as required by the owner.
Documentation and reporting
Prepare and manage documents, reports, and presentations using Microsoft Word and Excel.
Maintain and organize all company files and documents in Dropbox.
Track and report on office expenses and administrative budgets.
Required skills and qualifications
Proven experience as an Office Manager or in a similar administrative role
Strong organizational and time-management skills with the ability to multitask effectively.
Exceptional communication and interpersonal skills.
Proficiency in Microsoft Office Suite, including Excel and Word.
Proficiency with cloud-based document management systems, such as Dropbox.
Ability to work independently, make sound decisions, and solve problems proactively.
Excellent attention to detail.
Discretion and an understanding of confidentiality in business matters.
Job is not remote and is located in Encinitas, CA
