Office Manager / Administrative Assistant

Office Manager / Administrative Assistant 

We are seeking a highly organized and proactive Office Manager / Administrative Assistant to serve as the operational backbone of our team. This role is designed for a detail-oriented professional who excels at multitasking and enjoys a "hands-on" environment. You will be responsible for ensuring the office runs smoothly, providing high-level administrative support, and managing procurement / vendor relations.
The ideal candidate is a reliable problem-solver who can balance traditional office management with foundational procurement processes. You will work closely with leadership to maintain an efficient workspace and support the day-to-day success of the firm.

Key Responsibilities

Office Management & Administration

• Front-of-House Operations: Act as the first point of contact, managing professional communications via phone and email, and greeting visitors.
• Document Control: Organize and maintain physical and digital filing systems, ensuring all records are easily accessible and up-to-date.
• General Support: Perform essential office duties including scanning, copying, mail distribution, and event management (planning & coordinating company wide events)
• Process Improvement: Identify and implement ways to streamline office workflows and administrative procedures.

Procurement 

• Procurement Controls: Research vendors, compare pricing, and execute orders for project-related equipment & consumables while staying within budget.
• Supply Management: Monitor and maintain inventory levels for project related equipment and consumables, office supplies, kitchen essentials
• Vendor Relations: Coordinate with service providers (cleaning crews, maintenance, utilities).
• Accounts Payable: Assist with invoice/ expense related entry in QB, payments processing.
• Help prepare monthly expense reports, budget vs. actual comparisons, and expense tracking.

Qualifications 
Education: Bachelor’s degree in Business Administration, Finance, or a related field preferred (or equivalent professional experience).

Experience: Previous experience in an office management or administrative role is highly desirable.
Software Proficiency: Strong familiarity with Microsoft Excel and QuickBooks (or a proven ability to learn basics of financial software quickly).

Organizational Skills: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
Communication: Professional verbal and written communication skills with a focus on customer service.
Attention to Detail: High level of accuracy in data entry and record-keeping.