Office Manager

Office Manager

A well-established company in Pensacola needs a full-time office manager to join its team. This is an excellent opportunity for someone who wants to join a supportive and positive work environment and start a career with this company.

What you’ll be doing to make an impact :

• Assist in the daily operation of the facility. Daily interaction with leadership.
• Assist in managing on-site clients. Must be willing to drive to various locations, if required, for meetings.
• Liaison with other sites, departments, stakeholders, clients, and landlord / maintenance contacts.
• Point of Contact for visitors, coordinating meetings and scheduling of events for the facility.
• Draft and distribute promotional material about the company and events.
• Maintain contact lists and create and schedule automated marketing e-mails.
• Draft and schedule social media content and publish as approved.
• Keep apprised of ongoing events / successes / etc. that should be photographed and published and communicated proactively accordingly.
• Provide suggestions for marketing / communications / events / seminars / etc.
• Responsible for maintaining various databases, coordinating updated information for websites, various reporting requirements, and stakeholder reporting.
• Must exercise discretion and confidentiality at all times.
• Check supplies regularly and consistently. Submit supply requests to the Director for approval and processing.
• Draft leases, amendments, NDA requests, renewal notices, and lease payments for tenants for director review, approval, and completion.
• Ensure the cleanliness of the facility. Verify that the cleaning crew was sufficient on scheduled days.
• Prepare new tenant door, hallway, and elevator area signage.
• Email correspondence to all stakeholders on upcoming events, and visit tenants office to encourage their teams to participate.
• Monitor compliance with Community House Rules for facility breakrooms and conference rooms and report discrepancies to the Director for resolution.
• Liaise on matters of facility / maintenance and report open items for follow-up by the Director.
• Set up / breakdown for meetings in conference rooms.
• Manage the calendar for the conference room.
• Update and distribute tenant move-in packet / email with attachments.
• Liaise with an IT services provider to assist with the setup of a new client.
• As requested from time to time, assist with organization, communication, record keeping, and minutes of the Board, its Committees, and other groups.
• Assist with meeting set-ups and clean-ups.
• Complete travel authorizations, expense tracking, and report submissions.
• Prepare Purchase Requisition and Supplier Invoice submittal to the Director for approval and payment by headquarters.
• Produce and submit expense reports through a chain of command.
• Responsible for being professional and courteous at all times.
• Other duties as assigned.

What you’ll bring to the table :

• Bachelor’s degree or are currently enrolled in a university system working towards a bachelor’s degree in business administration, economics or marketing / communications or progressive experience to perform necessary functions of the job successfully.
• Know about Windows 10 (at a minimum); all aspects of Microsoft Office 365
• Ability to conduct database operations; experience with Adobe Creative Suite preferred; social media platforms; Constant Contact;

SurveyMonkey; Google Forms; and the ability to navigate the Internet for research and other purposes

• Ability to research and ascertain material at a professional level.
• Knowledge of business principles and practices.
• Ability to effectively communicate, both orally and in writing.
• Knowledge of marketing planning and coordination.
• Ability to use independent judgment in evaluating and formulating recommendations.
• Ability to read, analyze, and interpret documents.
• Ability to respond effectively to sensitive inquiries or complaints.
• Attentive to scheduled deadlines and advance coordination where issues arise impacting them.

What’s in it for you :

• For this position, you will be paid $22-25 / hour, based on experience
• Hours are Monday through Friday, 8 : 00 a.m. to 5 : 00 p.m., with occasional after-hours and weekend events requiring attendance and supporting roles.
• After meeting the qualification requirements, employees are offered through LandrumHR : Health, Dental, and Vision Insurance, and Matching 401k

LandrumHR Workforce Solutions is an equal opportunity employer and, in compliance with all federal and state civil rights laws, makes every effort to employ and promote the most qualified individuals without regard to race, color, religion, sex, national origin, age, handicap, disability, veteran status, marital status, or any other protected class.