Japanese textile company seeks an Office Manager

Job Title: Office Manager
Department: Sales Department
Supervisor: President & CEO
Full-time/Part-time: Full-time
Work Schedule: 9 am to 6pm, Mon through Friday
FLSA Status: Nonexempt
Prepared By: President & CEO
Salary Level: 50K -
Location: New York, NY

Summary
The Office Manager oversees a wide range of daily operations to ensure a high level of organizational effectiveness, communication, and safety. This includes developing and implementing general administrative and safety procedures and policies, record keeping, document preparation, mail distribution, reception, invoice processing, meeting coordination, office supply management, vendor management, tracking operating costs and monitoring budgets, and assisting with other internal operations. The position also provides other administrative support services to management and all employees.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Administrative Support (50%)
• Organizes and schedules group meetings
• Maintains calendars and schedules for the President
• Creates and maintains databases including employee HR records and customer records
• Manages travel arrangements
• Creates and maintains database
• Performs receptionist duties: greets visitors, and answers and directs phone calls
• Receives and sorts incoming mail and deliveries, and manages outgoing mail
• Manages office budget
• Prepares expense reports

General Office Management (40%)
• Manages office supplies inventory and places orders as necessary; manages contract negotiation with a variety of vendors to ensure cost-efficacy
• Identifies opportunities for process and office management improvements, and designs and implements new systems
• Communicate with facility management on any office repairs and maintenance; ensure office cleanliness
• Manages relationship and contract with service providers and landlord; ensure items are properly invoiced and paid on schedule
• Maintains and upkeeps office equipment and furniture; organize repairs
• Ensures payment of utility bills
• Liaises with IT/communication vendors to resolve computer/network problems
• Assists with office layout planning and office moves, and with managing and maintaining IT infrastructure

Policy and Process Management (5%)
• Develops office policies and procedures, and ensures they are implemented appropriately
• Communicates policy and procedure changes to employees

Ad-hoc tasks (5%)
• Organizes and coordinates company-wide events, new hire orientation, anniversary lunches, etc.
• Participates in special projects as needed

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Supervisory Responsibilities
This job has no supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

Competencies
COMPETENCIES are the behaviors, knowledge, skills, abilities, and other characteristics that contribute to an individual's success in an organization, with a focus on "how" they get things done. Competencies are the driving force behind individual and organizational performance.
To perform the job successfully, an individual should demonstrate the following competencies:

CATEGORY-INTELLECTUAL
Analytical – uses intuition and experience to complement data.
Continuous Learning – seeks feedback to improve performance.
Job Knowledge –exhibits ability to learn and apply new skills.
Use of Technology – adapts to new technologies;
Problem Solving –identifies and resolves problems in a timely manner; works well in group problem solving situations.

CATEGORY-INTERPERSONAL
Customer *Service – responds promptly to customer needs; solicits customer feedback to improve service.
Managing Customer* Focus – monitors customer satisfaction;
* The word “customer” as used here refers to anyone that is served by another as a our employee, or is a recipient of another’s work or output (e.g., customer, vendor, agent, colleague, supervisor, other departments, etc.).
Communications – expresses ideas and thoughts in written form.
Cooperation – works cooperatively in group situations.
Oral Communication – Speaks clearly and persuasively in positive or negative situations.
Teamwork – contributes to building a positive team spirit.
Written Communication – Writes clearly and informatively.

CATEGORY-LEADERSHIP
Leadership – inspires and motivates others to perform well.
Quality Management – looks for ways to improve and promote quality;

CATEGORY-ORGANIZATION
Conflict Resolution – confronts difficult situations; maintains objectivity.