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Office Manager
Office ManagerMilestone Contractors • Indianapolis, Indiana, USA
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Office Manager

Office Manager

Milestone Contractors • Indianapolis, Indiana, USA
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Office Manager

Job Profile Summary

The Office Manager manages the front desk, manages the switchboard and phone communications for the company and provides general administrative support to leadership.

Essential Functions

  • Manages front desk for Milestone's Indianapolis office.
  • Greets guests in professional, friendly and hospitable manner.
  • Manages the central switchboard for all Milestone offices. Routes calls to appropriate personnel, takes messages or fields / answers all routine and non-routine questions.
  • Communicates with internal / external customers.
  • Receives, sorts and distributes all mail, including courier and interoffice mail.
  • Maintains office supplies, including food and beverage supplies, to ensure daily operations.
  • Liaison with building maintenance, and other vendors; facilitates maintenance requests to appropriate personnel.
  • Maintains global events calendar and assists with conference, travel and event scheduling, at direction of leadership.
  • Schedules and organizes meetings in the building, at the direction of leadership.
  • Provides administrative support to executive staff when requested. This may include assistance with scheduling, opening, distributing or responding to mail, or other duties as assigned.
  • Provides highest levels of quality and service
  • Maintains highest levels of confidentiality.
  • Promotes and maintains personal safety.
  • Exhibits safe work behaviors.
  • Wears all prescribed PPE.
  • Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company's core values, competencies, and skills.

Education Qualifications

  • Required High School or Equivalent

    • Experience Qualifications

  • Preferred 5+ years managing a large size office
  • Preferred 1+ years performing switchboard operations
  • Preferred 3+ years providing administrative support to director or executive level staff; or in a department requiring a high level of confidentiality

    • Skills and Abilities

  • Meeting Calendar Support (Low proficiency)
  • Proficient in Microsoft Office Suite
  • Office Supplies Management (High proficiency)
  • Regular and predictable attendance is an essential function of this role
  • Time management skills and ability to prioritize tasks
  • Strong attention to detail
  • Ability to work with staff of all levels
  • Organized, ability to multi-task, and team oriented.
  • Excellent communication and organizational skills
  • Strong customer service orientation coupled with the ability to exhibit and maintain a positive attitude
  • Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
  • Ability to manage priorities with professionalism and accuracy
  • Must have ability to convey information, concepts, and concerns to people with differing communication styles
  • Ability to maintain and protect sensitive and confidential information.

    • Licenses and Certifications

  • Valid drivers license is required Required

    • Working Conditions / Physical Demands

  • Clerical office environment
  • Indoor conditions that include standard office equipment such as computers, photocopier, phone, filing cabinets, fax machines, cubicles
  • Some exposure to highway construction job sites, which includes exposure to inclement weather, moving traffic, noise, fumes, mechanical and heavy equipment
  • Sits at a desk for hours at a time
  • Looks at a computer screen hours at a time
  • Performs data entry, alpha and 10-key numeric, on a keyboard or tablet
  • Uses copy / fax to scan documents
  • Sits in motor vehicle and drives regularly
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