Office Services Manager: Job Description

The Andrew W. Mellon Foundation ("Foundation") believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there.  Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive.  It makes grants in four core program areas (Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place).  The Foundation seeks an Office Services Manager.

Summary

Reporting to the Director of Facilities, the Office Services Manager will manage general administrative and clerical support for the Foundation.  Additionally, the Office Services Manager will provide coverage during breaks for reception (approximately an average of 3 hours per day).  Additional responsibilities include courier package handling, supply ordering, copying, and document production services for the Foundation.

Position Details

Responsibilities may include, but will not be limited to the following:

Supplies and Purchasing

  • Order office supplies as requested by staff and process all invoices pertaining to supply orders and coordinate payment, keeping detailed records
  • Purchase cleaning and other building related supplies (e.g., toilet paper, soaps, etc.)
  • Purchase all kitchen related supplies (tea, sugar, napkins, paper cups, etc.)
  • Check conference rooms and kitchens daily to ensure that they are properly stocked
  • Check common area fax machines and copier daily for paper
  • Order and maintain inventory of ink cartridges and toners for printers
  • Change ink cartridges and toners for copiers, fax machines, and office printers

Back-up Receptionist

  • Answer and direct all incoming calls to appropriate staff members
  • Professionally greet all visitors, secure nature of visits and alert appropriate personnel
  • Track and monitor volume of guests by ensuring all visitors sign in
  • Check employees in and out of the building using the log list
  • Assist in scheduling conference rooms as requested by staff
  • Accept and sign for packages and notify recipients
  • Notify Facilities of bulk deliveries and direct deliverymen to use service entrances
  • Arrange for messengers as requested by staff
  • Print out conference room calendars and guard list each evening for the following day

Miscellaneous

  • Pick up refreshments and supplies, as needed, for meetings and lunches held by staff
  • Maintenance of linens, cups, plates glasses, cutlery etc. in eight kitchens
  • Perform general maintenance of ten conference rooms and facilities daily and after meetings to ensure that they are clean and handle any necessary clean up and restocking
  • Provide supplemental administrative support for the Director of Facilities

Qualifications

The successful candidates will have the following qualifications:

  • A bachelor's degree in business administration or experience-based equivalent and at least five years prior administrative experience
  • Ability to serve as a detail-oriented, self-motivated team player
  • Excellent communication and interpersonal skills and the ability to interact in an efficient, courteous and diplomatic manner with a wide variety of internal and external professionals
  • Flexible and able to prioritize a high volume of information
  • Excellent written and oral communication skills
  • Strong organizational skills coupled with the ability to juggle multiple tasks, to anticipate and meet deadlines, and to respond to unanticipated problems
  • Diligence, initiative, follow-through, precision, tact, discretion, a commitment to collegiality, and a can-do attitude
  • Demonstrated ability to approach challenges with an optimistic, solutions-focused orientation
  • Strong organizational skills coupled with the ability to juggle multiple tasks, to anticipate and meet deadlines, and to respond to unanticipated problems
  • Energy, initiative, stamina, flexibility, follow-through, and commitment to collegiality

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits, and excellent working conditions.

Contact Information

Qualified candidates should apply by submitting a resume to:  Office Services Manager.  We will consider each response carefully, but interview only those individuals we feel are most qualified for the position.