Office Manager
Job Details
Corporate and Mailing - Orlando, FL
Full Time
Bachelors Degree - 4 Years
Up to 25%
Administration
Essential Job Requirements

Lighthouse Central Florida is a mission-driven, values-based organization providing an optimal blend of rehabilitation training services and real-world applications to help individuals of all ages, who live with any degree of vision loss to adjust to their reality with grace and confidence so they can remain active, productive members of our community.

 

Basic Function:

 

We seek an Office Manager, who manages the day-to-day office operations of all Lighthouse locations, including the custodial, facilities, and reception teams, ensuring an efficient and effective operation is visible to all team members, clients, and visitors. This position will manage the organization-wide purchasing process and provide administrative support, in various ways, to different operational and support teams.

 

Essential Job Requirements:

  • Implement and oversee office activities to achieve maximum value and productivity.
  • Develop and maintain policies and procedures related to office management, facilities, and reception.
  • Supervise the facilities and reception teams, managing workloads, quality assurance, timesheet, and time-off approvals, and conducting quarterly reviews.
  • Manage the supply ordering process, ensuring that the organization maintains a healthy supply of frequently used items and that team members have an efficient process for purchasing unique items. Minimize the occurrence of instances of out-of-stock items.
  • Create and maintain a cost analysis of frequently ordered items to stay within the monthly budget.
  • Plan and execute corporate events and employee engagement activities.
  • Manage the procurement and distribution of organization-branded items.
  • Serve as the leader of the Safety Committee. Conduct meetings, take minutes, and work with the appropriate teams to implement safety initiatives throughout the organization.
  • Manage contract and price negotiations with external service providers.
  • Plan, proactively communicate, anticipate issues, and operate with a strong sense of urgency.
  • Ensure a satisfying visitor experience, whether in person or via the phone.
  • Serve as a part of the organization's administration team, providing support for scheduling, meetings, travel, and events as needed.
  • Provide administrative support to operational and support team members, ensuring they have what they need to succeed in their roles within the organization and feel appreciated, welcome, and supported.
  • Prepare, proofread, and edit reports and correspondence.
  • Assist with the expense management process.
  • Process incoming mail promptly, ensuring team members receive their mail.
  • Assist, as needed, with special projects and events.
  • Perform other duties as assigned.

 

Qualifications

Education:

Bachelor's Degree preferred or High School Diploma with at least five years experience in administration or office management.

Experience:

  • Minimum of three years experience in a related field or equivalent combination of experience and training that provides the required knowledge, skills, and abilities
  • Non-profit experience is a plus

Demonstrated Knowledge and Skills:

  • Demonstrated ability to lead, engage, and coach team members to excellence.
  • Excellent communication skills, both verbal and written
  • Excellent computer skills.
  • Proficient with the use of Microsoft Office applications.
  • Bilingual preferred.
  • Ability to work both independently and on a team
  • Self-starter; proactive work ethic, anticipates the next task before it is assigned.
  • Professional maturity, judgment, and objectivity
  • Capable of working with a variety of personalities and leadership styles
  • Observant, detail-oriented, and highly organized.
  • Effective organizational and time management skills
  • Ability to multi-task and remain flexible in a fast-paced environment
  • Ability to maintain the confidentiality of sensitive information

Physical Demands:

  • Moderate ability to move and lift items, usually ranging up to 25 lbs
  • Prolonged sitting at a workstation.

Requirements:

  • Possess reliable transportation. Will be required to travel between office locations.
  • Possess a Florida driver's license, good driving record, and proof of insurance.
  • Pass Level II background check.

 

For employees living with visual impairments, you must provide documentation from a physician of legal blindness. Legal blindness is defined as: "Central visual acuity does not exceed 20/200 in the better eye with correcting lenses OR whose visual acuity, if better than 20/200, is accompanied by a limit to the field of vision in the better eye to such a degree that its widest diameter subtends an angle no greater than 20 degrees." These conditions are based on the federal Javits-Wagner-O'Day work program for legally blind individuals.

 

The employment policy of Lighthouse Central Florida and Lighthouse Works is to provide equal opportunity to all persons. Our company, therefore, has committed to equal employment opportunity through a positive and continuing affirmative action program. Lighthouse Central Florida and Lighthouse Works will recruit, hire, train, and promote qualified individuals in all job titles and ensure that all other personnel actions are administered without regard to race, color, religion, sex, sexual orientation, gender identity, military, and veteran status, or disability.

 

All descriptions have been reviewed to ensure that only essential functions and primary duties have been included. Requirements, skills, and abilities have been determined to be the minimal standards required to perform the positions successfully. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and conditions may be assigned by supervisors as deemed appropriate.

 

The Americans with Disabilities Act may modify requirements to reasonably accommodate disabled individuals. However, no accommodations will be made that may pose serious health or safety risks to the employee or others or impose undue hardships on the organization.

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