Office Manager

Summary

Oversees general office needs by maintaining facilities, coordinating company functions, maintaining office supplies and ordering, overseeing office equipment service, serving as the primary back-up for reception duties and performing general office duties as needed.

Essential Duties and Responsibilities

Facilities Duties

• Oversee facilities and ensure building is properly maintained and organized.
• Work with third party vendors as required to ensure any maintenance issues are resolved.
• Make service calls on copy machines and other outside vendor provided equipment.
• Research vendors and items to maintain office needs.
• Serve as primary contact to Property Management company.
• Distribute appropriate facility issues and announcements to employees.
• Maintain compliance by checking in visitors on the visitor log and providing the appropriate badge.

Event Planning & Organization Duties

• Plan and organize company events and celebrations directed by fun committee.
• Creating flyers, invitations and notices of events to employees.
• Coordinate meetings and client visits by arranging catering, set up and clean up, create a VIP client visit by preparing the office, providing hostess items and elegant food display.  
• Notify employees in advance of office client visits.

Administration Duties

• Welcomes on-site visitors, determines the nature of business and announces visitors to appropriate personnel.
• Make sure every visitor signs in and out and provides them with the appropriate visitor badge- Front desk is office security.
• Answers incoming calls and provides information, forwards calls to appropriate personnel or department.
• Be approachable and helpful to employees and their needs.
• Schedule meetings and conference rooms for other departments in Outlook.
• Assist with setting up and coordinating company meetings and meetings for other departments- order food, set up and clean up, making sure conference room and surrounding areas are neat and tidy.
• Processes onboarding of new employees and contractors. Submits information to HR and Bothell front desk and issue employee badge.
• Maintains floor plan of employees.
• Receives, sorts, and routes mail and UPS/FEDEX deliveries to staff.
• Prepares and sends packages.
• Clean the kitchen, coffee station and restock with supplies daily.
• Maintain, clean and stock conference rooms and whiteboards.
• Inventory, order and stock office supplies and kitchen supplies. Purchasing special orders for employees and office needs.
• Provide executive administrative support to other departments, employees and visitors.
• Maintains regular attendance including being at work, being on time and working full shifts.
• Other duties may be assigned.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Greenpoint Core Competencies

• Adaptability – Adapts to changes in the work environment, manages competing demands, and accepts constructive criticism/feedback and changes approach or method to best fit the situation.
• Communications – Expresses ideas and thoughts effectively in verbal and written form, exhibits good listening and comprehension, keeps others informed and uses appropriate communication methods.
• Dependability – Responds to requests for service and assistance, follows instruction and responds to management direction, takes responsibility for own actions and doing the best job possible, keeps commitments, and maintains reliable attendance.
• Initiative – Sets and achieves challenging goals, demonstrates persistence and overcomes obstacles, measures self against standard of excellence, recognizes and acts on opportunities, and takes calculated risks to accomplish goals.
• Teamwork – Balances team and individual responsibilities, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests.
• Work Quality – Demonstrates accuracy and thoroughness, displays commitment to excellence, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.

Job Core Competencies

• Customer Service – Displays courtesy and sensitivity, manages difficult or emotional customer situations, meets commitments, responds promptly to customer needs, solicits customer feedback to improve service.
• Planning & Organization – Prioritizes and plans work activities, uses time efficiently, plans for additional resources, integrates changes smoothly, sets goals and objectives, works in an organized manner.

Summary of Education, Experience & Certification

Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and experience. Minimum of five years of administrative experience.    

Due to government regulations and contract specifications, we are required to fill this position only with an individual who qualifies as a U.S. Citizen.

Required Knowledge, Skills & Abilities

• Demonstrated experience with Internet software and Microsoft Suite.
• Ability to work well independently and cross-functionally as part of an established and growing team.
• Strong communication, time-management, and problem-solving skills.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to sit for extended periods of time, use hands to lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and have close/color vision ability to adjust focus.
• Ability to travel as required.
• Ability to work overtime as required.

About Greenpoint Technologies 
Greenpoint delivers nose-to-tail VIP Jet aircraft interiors for private clients and Heads-of-State.  We are proud to be known in the aerospace industry for our design and engineering innovation, award-winning company culture, and on-time delivery of our beautiful products. We use leading-edge tools and employee-built processes to deliver extraordinary, one-of-a-kind custom aircraft interiors.  It’s complex work, but we work smart.  In return for hard work, collaboration, and creativity, our people experience a culture custom built for high achievers:

• Big jobs and stretch assignments.
• High accountability environment, with transparent decisions aligned to values, open communication, and engaged leadership.
• Ability to make a big, visible impact on the end product. 

We welcome diverse contributions and provide equal employment opportunities to all individuals without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by law.