"Alerted.org

Job Descriptions:

The Manager of Administration and Office Facilities is responsible for overseeing daily administration at Sherman Associates’ Minneapolis, MN corporate office and ensuring the smooth functioning of office facilities. This role combines hands-on administrative support in managing office logistics, vendor relationships, and internal coordination, as well as being the first point of contact in greeting and directing visitors with professionalism and ensuring they are directed to the appropriate departments. This position also plays a key role in facilitating IT and cell mobile device operations with employees and third-party vendors.

ESSENTIAL FUNCTIONS

Corporate Office Management:

+ Manages office supply inventory and procurement.

+ Partners with commercial property management in ensuring office cleanliness. Communicates needs to Senior Commercial Property Manager and organizes office cleanups.

+ Monitors and maintains inventory of general office and kitchen supplies. Restocks supplies as needed, organizes storage areas for accessibility and efficiency, and coordinates with vendors for reordering.

+ Manages Admin debit card, tracks all charges made to it and enters transaction specific information into the online banking system each month.

+ Works with relevant vendors to program and distributes garage access cards and building fobs.

+ Ensures a clean and welcoming kitchen environment by regularly cleaning and restocking coffee machines, emptying dishwashers, wiping down surfaces, and maintaining general tidiness in all shared kitchen and break areas.

+ Assists with the setup and cleanup of in-office meetings and employee events, including arranging furniture, preparing refreshments, and ensuring all spaces are returned to a clean and organized state post-event.

Administrative Support:

+ Manages the ButterflyMX office intercom system and maintains the security of access to the corporate office while providing a streamlined and professional visitor experience. Ensures there is back-up coverage and coordinates supplemental back-up as necessary.

+ Monitors and screens all incoming voicemail messages that come to the main corporate line and distribute to appropriate staff.

+ Manages all incoming and outgoing office mail and packages, ensuring timely distribution to staff and accurate preparation of outgoing shipments using appropriate carriers and tracking systems.

+ Assists with signing and distribution of legal documents.

Information Technology:

+ Assists with ordering computers and computer-related equipment and accessories as needed to ensure all employees have what they need to perform their job responsibilities.

+ Works with outside vendor to set up and track computers and inventory, as well as assisting Human Resources with new employee set-up.

+ Serves as the corporate phone system administrator. Manages landline phone system. Oversees the purchasing, set-up, distribution, and maintenance of mobile devices, which includes mobile device management software. Assists with troubleshooting service and related issues.

+ Ensure printers and copiers are consistently stocked with paper and other consumables and assist with basic troubleshooting or service requests as needed.

Communication/Teamwork

+ Works as a team player and interacts with all internal and external customers in a friendly and efficient manner.

+ Keeps supervisor and other key leaders informed at all times in the areas of potential legal action, escalated concerns, and large vendor contracts.

+ Professionally communicates and partners with all departments such as property management, development, hospitality and retail, legal, marketing, accounting, human resources, learning, asset management and, marketing.

Required Experience:

MINIMUM REQUIREMENTS

Education & Experience

+ Minimum of 5 years of experience in administration/office management roles.

+ Bachelor’s degree or equivalent experience preferred.

+ Experience with contracts, vendor partnerships, and setting up computers and mobile phones.

Required Skills & Abilities

+ Excellent written and oral communication skills.

+ Strong attention to detail.

+ Ability to work independently and in teams with a sense of urgency.

+ Able to balance competing priorities, complex situations, and tight deadlines

+ Software proficiency in Excel, Word, Outlook.

+ Exemplary time management skills.

WORK ENVIRONMENT

+ This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

+ Exposed to ambient room temperatures, lighting and traditional office equipment found in a typical office environment, quiet to moderate noise level.

PHYSICAL REQUIREMENTS

+ 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.

+ Must be able to sit or stand at a desk for up to 8-hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.

+ Must have the ability to move around freely throughout the property and office, and necessity varies from day to day.

+ Must be able to lift up to 25 lbs occasionally

+ Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability, and visual acuity to include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Keyword: Manager of Administration and Office Facilities

From: Sherman Associates