Title: Office Manager
Department: Administration
Reports to: Director of Finance
Location: Fargo, ND HQ
Status: Non-Exempt
Duties and Responsibilities
- Team Culture and Engagement
- Event Planning: Plan, coordinate, and execute company culture events and initiatives, including team-building activities, workshops, and celebrations, to enhance employee engagement, foster a positive work environment, and strengthen organizational culture.
- Training & Development: Coordinate and track volunteer, training, and continuing education opportunities for employees.
- Onboarding: Coordinate new hire processes, including email setup, workspace setup, clothing, and other needs identified by supervisor.
- Team Clothing Program: Manage and enhance team clothing programs.
- Company Meetings: Facilitate all company meetings monthly.
- Philanthropy: Assist with philanthropy initiatives such as our home closing give back initiative and associated communications.
- Office Operations Management
- Daily Operations: Open and close the office daily, answer and direct phone calls, handle inquiries, and take accurate messages. Ensure the office environment is clean, organized, and welcoming.
- Schedule Management:
- Review office calendars daily for conference room availability for closings/clients.
- Manage on-call calendars for operations and client support.
- Supply & Equipment Management: Maintain office supply inventory and manage inventory of IT and office equipment. Manage minor IT purchases and consult with third party IT for support.
Client and Visitor Relations:
- Professional Interactions: Great and assist clients, visitors, and vendors in a professional and friendly manner.
- Correspondence Management: Manage office correspondence, including mail, email, and deliveries.
Systems & Vendor Management:
- System Administration: Administer and oversee office systems including security, phone systems, copiers, and notification systems (Verizon, Call Rail, Alert Media).
- Vendor Liaison: Consult with facility management vendors including cleaning, catering, repairs.
Compliance and Documentation:
- Notarizations: Perform notarizations of legal documents, including contracts, affidavits, and deeds, ensuring compliance with all state regulations, and maintaining accurate records.
Additional Responsibilities:
- Team Support: Actively seek opportunities to assist the team and perform other duties as assigned.
Qualifications and Skills:
- Proficient in Microsoft Word, Excel, Power Point and Outlook
- 2+ years of experience in an office management or similar administrative role
- Ability to handle sensitive and confidential information
- Friendly, positive, courteous customer service attitude
- Excellent communication skills
- Strong ability to multi-task, prioritize and execute
- Ability to work independently and as part of a team
- A creative flare
- A do what it takes attitude
Work Environment & Physical Demands:
- While performing the duties of this role, the employee is required to stand; walk; sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; lift or move up to 50 pounds and speak clearly and hear well.
- The noise level in the work environment is usually moderate.
