Office Manager

Job Title: Officer Manager

Reports To: Human Resources Manager

Location: Boston, MA

Position Type: Full-Time, Non-exempt (hourly)

Hourly Rate: $24.00 - $26.44

Overview:

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control.

The Office Manager should be an energetic, organized professional who doesn’t mind wearing multiple hats and is experienced in handling a wide range of administrative and executive support-related tasks with the ability to work independently.

Responsibilities / Essential Job Functions:

• Greets all scheduled visitors when they arrive at the administrative office and notifies appropriate staff of their arrival
• Provide general support to visitors
• Point person for mail distribution, reception, and scheduling meetings and appointments as requested
• Works with HR for new hire onboarding and offboarding processes
• Organize office operations and procedures
• Coordinate with IT department and executive assistant on all office equipment
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Responsible for assisting in the scheduling and correspondence for applicants
• Remain updated on technical and professional knowledge
• Responsible for developing standards and promoting activities that enhance operational procedures
• Ensure security, integrity and confidentiality of data
• Monitor and maintain office supplies inventory
• Properly escalate incoming complaints
• Update staff listings
• Safely maintain office keys & Door Badge System
• Maintains the working order of the printers, fax machine, and postal machine in the office
• Responsible for the desk set up for new employees in collaboration with managers
• Trains all staff on the use of the office printer and postal machine
• Retrieves faxes from the fax machine and distributes them to the appropriate party
• Additional tasks assigned by the Human Resources Manager & Chief Administrative and Information Officer.

Qualifications / Requirements:

• 1 – 2 years of experience in an administrative role
• Proficiency in Microsoft office software
• Able to communicate professionally, orally and in writing
• Proven office management, administrative or assistant experience
• Excellent organizational skills
• Excellent time management skills and ability to multi-task and prioritize work
• Ability to work independently and as a contributing member of a team
• Ability to accurately complete paperwork and forms
• Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse employees and clients
• Bilingual in Spanish preferred

Equal Employment Opportunity Statement

Heading Home, Inc. is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or other legally protected status, or any other classification protected by federal, state, or local law.

Work Environment

• Front desk within large office building; prolonged sitting at a desk and working on a computer. Must be able to climb stairs. Office is open to the public and visitors only by appointment. Office is climate controlled with heat and air conditioning.
• Frequently move equipment weighing up to 25 lbs., must be able to remain in a stationary position 50% of the time.
• The position requires five days onsite Monday - Friday