The office manager is responsible for providing administrative support to C-level Executive(s), as well as to other members of the operating team of Pineapple Payments. The office manager will be responsible for managing workflow to Executives and other team members, as well as managing own tasks while juggling multiple deadlines. This person is also responsible to perform those functions of an Office Manager to ensure smooth operation of a busy and dynamic office on a daily basis.
Duties and Responsibilities
Greets and welcomes clients in a friendly, professional manner
Coordinate and schedule meetings; maintain attendance logs; prepare meeting minutes
Assist in preparation, organization, and document gathering in relation to a variety of ongoing projects
Answers phone calls from clients, tenants, and co-workers, routing calls appropriately and taking detailed messages when necessary
Maintains and ensures inventory of office supplies and other items as requested by office staff
Receives and distributes delivery of packages and mail to necessary individuals
Ensures operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories
Responding to requests from office staff as needed
Assists with organizational needs of office staff such as filing, electronic file organization (i.e. DropBox, server), and record-keeping
Create and maintain a central filing system for ongoing, important paperwork
Runs errands and make deliveries of important documents as needed
Plans and coordinates travel arrangements for Executives
Manages and maintains CEO’s calendar, appointments, meetings (temporarily)
Breakroom maintenance including coffee, food, supplies
Completes all other tasks as assigned
Proficiency in MS Office environment, including Word, Excel, Outlook, PowerPoint, and calendaring
Effective utilization of the internet as a research and information resource
Excellent time management and organizational skills
Must be good listener and strong communicator
Ability to adapt easily and accept changing situations
Ability to work independently, as well as within a team environment
Ability to take support and take direction from multiple people
Ability to maintain confidential information
Ability to multi-task and prioritize and use time efficiently
Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives.
Writes clearly and concisely; Edits work; Varies writing style to meet specific needs; Presents data effectively; Able to read and interpret written information.
Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities