Office Manager - Cyclomedica USA LLC

SUMMARY: Manages and coordinates office operations and activities.

CANDIDATES MUST RESIDE IN THE ATLANTA, GEORGIA AREA!

* THIS IS AN IN-OFFICE POSITION; MAY BE SOME HYBRID WORK FLEXIBILITY.

DUTIES AND RESPONSIBILITIES:

• Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, filing systems, supplies, staffing.
• Orders and maintains office supplies and inventory.
• Maintains office equipment; negotiates and monitors purchase and lease contracts.
• Analyzes and maximizes office productivity.
• Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow.
• Develops and manages central filing system including archives and vendor files.
• Establishes and monitors uniform correspondence procedures and style practices.
• Develops and monitors office budget; ensures office activities are conducted within budgetary restrictions; initiates cost reduction programs.
• Manages office security system.
• Prepares reports and correspondence as needed.
• Negotiates and maintains contracts with outside vendors.
• Manages office petty cash fund and reimbursement procedures.
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
• Hires, trains, supervises, motivates, and develops office staff; manages schedules and workflow.
• Assigns duties and monitors quality of work; assures staff conforms to organizational policies and procedures and government regulations.
• Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
• Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
• Coordinates Executive calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

· Bachelor’s degree (B. A.) or equivalent, two to four years related experience, or

equivalent combination of education and experience.

· Basic competence in duties and tasks of supervised employees.

· Excellent verbal and written communication skills.

· Commitment to excellence and high standards.

· Strong organizational, problem-solving, and analytical skills; able to manage

priorities and workflow.

· Ability to work independently and as a member of various teams and

committees.

· Acute attention to detail.

· Ability to deal effectively with a diversity of individuals at all organizational levels.

· Good judgement with the ability to make timely and sound decisions

· Demonstrated ability to plan and organize projects.

· Versatility, flexibility, and a willingness to work within constantly changing

priorities with enthusiasm.

· Proficient on Microsoft suite of products, including Office 365.

· Must be able to speak, read, write, and understand the primary language(s) used

in the workplace.

COMPETENCIES:

• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

· Occasionally required to stand

• Frequently required to walk
• Frequently required to sit
• Continually required to utilize hand and finger dexterity
• Occasionally required to bend, stoop, kneel
• Continually required to talk or hear
• Occasionally required to lift/push/carry items less than 25 pounds

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Cyclomedica is an EOE and does not make hiring decisions based on any protected characteristics.