Office Manager
Job Details
Corporate and Mailing - Orlando, FL
Full Time
Bachelors Degree - 4 Years
Negligible
Administration
Basic Functions

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

We are seeking an Office Manager to manage the day-to-day office operations of all Lighthouse locations, including the custodial, facilities, and reception teams, ensuring that an efficient and effective operation is clearly visible to all team members, clients, and visitors.  The Office Manager will manage the organization-wide purchasing process and provide administrative support, in a variety of ways, to 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 team members have an efficient process for the purchase of unique items.  Minimize the occurrence of instances of out-of-stock items.
  • Creating and maintaining a cost analysis of frequently ordered items to stay within the monthly budget.
  • Plan and execute corporate events.
  • Support employee engagement activities.
  • Manage the design, 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 arriving 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 be successful in their roles within the organization and that they feel appreciated, welcome, and supported.
  • Prepare, proofread, and edit reports and correspondence.
  • Assist with the expense management process.
  • Process incoming mail in a timely fashion, ensuring team members receive their mail in an efficient manner.
  • 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 of 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.
  • Bi-lingual 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.

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

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.  However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts.  The organization maintains its status as an at-will employer.  Employees can be terminated for any reason not prohibited by law.

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