OFFICE MANAGER

Please send a resume and cover letter to: jobs@milesmediation.com
No phone calls, please. 

Summary

Manages a variety of general office activities by performing the following duties personally or through subordinate employees.

Essential Duties and Responsibilities include the following. Other duties may be assigned.
  • Maximizes office productivity through proficient use of appropriate software applications.
  • Researches and develops resources that create timely and efficient workflow.
  • Plans daily office layout for scheduled services, maintains departmental budget, and initiates cost reduction programs.
  • Prepares activities reports for guidance of management.
  • Coordinates activities of various clerical departments or workers within department.
  • Maintains contact with clients and outside vendors.
Supervisory Responsibilities

Directly supervises 3-5 employees in the Hospitality & Client Care Department. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; managing offsite admins in remote offices; greeting clients, planning lunch and events, providing exceptional hospitality and care to all clients and contractors as defined in the position’s handbook; managing office supply inventory, scheduling and managing front office staff, and directing work as needed to staff; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems autonomously while also communicating with Senior Management as needed and expected.

Competencies
  • To perform the job successfully, an individual should demonstrate the following competencies:
  • Job Knowledge – Exhibits ability to learn and apply new skills; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
  • Analytical – Collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
  • Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
  • Project Management – Coordinates projects; communicates changes and progress; completes projects on time and budget.
  • Client Service – Manages difficult or emotional Client situations; responds promptly to client needs; solicits client feedback to improve service ; responds to requests for service and assistance; meets commitments.
  • Cooperation – Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
  • Managing Client Focus – Promotes client focus; establishes client service standards; provides training in client service delivery; monitors client satisfaction; develops new approaches to meeting client needs.
  • Communications – Exhibits good listening and comprehension; keeps others adequately informed.
  • Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.
  • Change Management – Communicates changes effectively; prepares and supports those affected by change; monitors transition and evaluates results.
  • Managing People – Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates’ activities; makes self available to staff; provides regular performance feedback; develops subordinates’ skills and encourages growth; solicits and applies client feedback (internal and external); fosters quality focus in others; improves processes, products and services.; continually works to improve supervisory skills.
  • Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
  • Conflict Resolution – Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.
  • Cost Consciousness – Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue ; conserves organizational resources.
  • Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
  • Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
  • Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
  • Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
  • Judgement – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
  • Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, clients, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have knowledge of TimeMatters Legal software; Web-based ordering order processing systems; and Microsoft 365 including Word, Excel, and Outlook.

Certificates, Licenses, Registrations

Notary License preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.