Salary Range: $55-60k

 

The Office Manager is responsible for overseeing the daily operations of Advocates’ corporate offices, ensuring efficient and effective administrative support, including maintaining a clean, safe, welcoming environment throughout the office locations. This role involves managing office space, supervising the Reception Team, coordinating with various departments, and maintaining office supplies and equipment. The Office Manager will also handle communication with property management and ensure the office environment is well maintained.

High School Diploma/GED

Monday-Friday 9am-5pm (some flexibility in the schedule)
This position will require regular travel to our Framingham and Franklin offices.

Supervision and Coverage:

• Directly supervise the Reception team(s).
• Responsible for ensuring adequate front-desk and phone coverage on-site each day, including facilitating the daily open and close of office. Manage changes due to unexpected absences and approved use of earned time off for Reception team(s).

Office Space Management:

• Respond to requests and make decisions regarding employee offices, workspaces, and site-based equipment and resources, with input from relevant leadership. Maintain office floor plans.
• Establish a routine and system for ensuring common suite spaces have the necessary supplies and functional equipment (e.g., shared multi-function printers, kitchen appliances) as well as maintain conference room spaces (e.g. working technology, room configuration, sufficiently stocked supplies).
• Distribute office supplies among the suites occupied by Advocates and/or central supply closet.

Access and Security:

• Manage access badges for employees, and temporary or one-time access for visitors.
• Ensure technology for creating employee identification badges is in working order, with adequate redundancies and supplies on hand.

Reception and Visitor Management:

• Develop and support procedures for the Reception team(s) to respond to expected and unexpected visitors, urgent phone calls, and other efforts to reach Advocates’ departments or employees.

Mail Room Management:

• Oversee the agency mail room: mail distribution, maintenance of postage machine, and postage supplies with support from the Reception team(s).

Property Management Communication:

• Communicate with property owners and/or Advocates’ Facilities department regarding repairs, maintenance, snow removal, landscaping, parking restrictions, etc.

Additional Responsibilities:

• Coordinate with external vendors and service providers as needed.
• Assist in organizing company events and meetings.
• Maintain records of office expenses and manage the office budget.

• High School Diploma or equivalent and 1-2 years’ experience as an Office Manager or in a similar administrative role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Strongly prefer that a candidate will have a demonstrated understanding of and competence in serving culturally diverse populations.
• Proficiency in office software (e.g., MS Office).
• Knowledge of office management procedures and basic accounting principles.
• Must hold a valid drivers’ license and access to an automobile to travel between corporate office sites.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.