Office Manager

Highland Planning is a dynamic, women-owned consulting firm specializing in planning + design, public engagement and marketing + communications. We foster partnerships to create social good, trusting the experiences of community members and facilitating planning processes that introduce all perspectives, encourage healthy debates, and develop balanced outcomes.

As we continue to grow, we are seeking a full-time Office Manager to support our talented team across our offices in Albany, Rochester, and Buffalo. The ideal candidate will embody our core values of honoring people, staying nimble, collaborating as the only way and making it sparkle and planning beyond our lifetime.

The Office Manager will play a crucial role in maintaining a productive and positive work environment, ensuring smooth operations, and contributing to our mission of leveraging best practices for social good. This professional position requires a highly organized, visionary individual with excellent interpersonal skills to develop, build, and maintain working relationships with firm colleagues and clients.

At Highland Planning, we believe in fostering a creative and collaborative team environment. We are looking for a team member who shares our passion for uplifting communities, embraces our commitment to excellence, and brings enthusiasm and a positive attitude to every interaction. If you thrive in a dynamic, innovative, and inclusive workplace, we encourage you to apply for this opportunity to join our growing team.

Office Manager Roles and Responsibilities:

1. Training and Development

• Coordinate and schedule staff trainings to enhance employee skills and knowledge

• Maintain and update the Employee Handbook to ensure compliance with company policies and procedures

2. IT and Equipment Management

• Coordinate IT maintenance and support to ensure smooth operation of office technology

• Manage equipment and maintain an up-to-date electronics inventory, including printers, iPads, and computers

• Set up new office and employee equipment as acquired

• Troubleshoot printer issues and coordinate with printer vendor to negotiate new leases

3. Financial Management

• Develop, send, and monitor payment of monthly invoices to ensure timely billing and payment

• Manage bill payments to maintain financial stability and avoid late fees

• Review and approve reimbursable expenses, write expense checks, and document payments to maintain accurate financial records

• Run payroll and monitor vacation time, calculate usage and accruals to ensure accurate compensation and benefits

4. Insurance and Legal

• Maintain insurance certificates for all projects to ensure proper coverage and compliance

• Oversee contract execution to protect the company's interests and minimize legal risks

• Notarize forms as required to facilitate legal transactions

5. Office Administration

• Order and maintain supply inventory to ensure the office runs smoothly and efficiently

• Organize electronic and paper files to maintain a tidy and easily accessible filing system

• Schedule HVAC maintenance and office improvements to maintain a comfortable and productive work environment

• Fill out printer meter monthly to monitor usage and costs

6. Employee Benefits and Support

• Manage 401(k) contributions to ensure accurate and timely processing

• Manage health care enrollment process to provide employees with comprehensive benefits

• Celebrate employee milestones and organize team celebrations to foster a positive work culture

7. Program, Business Development, and Marketing Support

• Maintain and update a comprehensive database of stakeholders, including clients, partners, and key contacts, to facilitate effective communication and relationship management.

• Provide administrative support for staff at events and meetings, including preparing agendas, coordinating logistics, and managing attendee lists, to ensure successful representation of the company and our clients.

• Attend and take detailed notes during meetings and events, accurately capturing key points, action items, and decisions, and distribute them to relevant team members in a timely manner.

• Assist in the planning and execution of public engagement initiatives, such as community workshops and surveys, to gather valuable input and feedback on urban planning and design projects, as needed.

• Support the development and distribution of project updates and newsletters to keep stakeholders informed of progress and milestones.

• Assist in the preparation and submission of proposals and bids for new projects, ensuring all required documents and information are accurately compiled and delivered on time.

• Assist in the development and preparation of program materials, such as brochures, presentations, and proposals.

8. Security and Subscriptions

• Monitor and update passwords file to maintain data security

• Manage firm subscriptions to ensure access to necessary resources and services

• Manage external printing projects to ensure high-quality materials are produced in a timely manner

Required Skills & Qualifications

• Strong attention to detail and organizational skills to manage multiple tasks efficiently

• Excellent verbal and written communication skills to effectively interact with colleagues, clients, and vendors

• Proven project management skills to oversee and coordinate various initiatives

• Ability to work collaboratively with a team and independently in a self-directed environment, prioritizing workload to meet deadlines

• A valid NYS driver's license for local travel and errands

• Willingness to authorize a background check to ensure the safety and security of the company

• Flexibility to attend evening or weekend meetings up to 1 day/week, as necessary, to support company events and initiatives.

• 4 years of experience with Microsoft Office (Required)

• 3 years of administrative experience (Required)

Desired Skills & Qualifications

• Prior experience in office management, preferably in a consulting environment, to bring relevant knowledge and skills to the role

• Undergraduate degree or equivalent amount of education and experience, demonstrating a strong foundation in business and administration

• Proficiency in graphic design software, such as Adobe Creative Suite, to support marketing and business development efforts

Job Details

• Job Type: Full-time

• Salary: $65,000 per year

• Supplemental Pay: Bonus pay based on individual and company performance

Benefits

• 401(k) plan with employer matching contributions

• Flexible work schedule to promote work-life balance

• Comprehensive health insurance coverage

• Generous paid time off, including one week between Christmas and New Year's Day

• Paid professional development opportunities to support career growth

Schedule/Location

• Office Location: Monday to Friday, 8:00 AM - 5:00 PM

• Occasional evenings and weekends, as needed for events

Commute/Relocation

• Must be able to reliably commute to Rochester, NY 14620, or be willing to relocate before starting work

This position is open to all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, marital status, or status as a veteran.