Heart Havens, Inc.
  • 21-Oct-2013 to 29-Oct-2013 (EST)
  • Administration
  • North Chesterfield, VA, USA
  • Full Time

The office manager provides both operational and programmatic support to the organization. Supports company operations by performing various duties that support administrative staff. The office manager is responsible for coordinating and organizing office operations and procedures to ensure organizational effectiveness and efficiency.

Required Knowledge, Skills and Abilities:

  • Bachelor's degree preferred 
  • Excellent people skills, with experience collaborating in a multi-disciplinary, diverse, and dynamic team 
  • Must be skilled in the use of computers and other office equipment in a business environment. Highly proficient in MS Word and Excel
  • Demonstrated resourcefulness in setting priorities and proposing new ways of creating efficiencies
  • Must have a sound knowledge and ability in business correspondence and an ability to proofread for grammar, spelling and punctuation with a high degree of accuracy 
  • Public Notary designation is desirable 
  • Flexible, resourceful and a self-starter; able to multi-task while also being highly detail-oriented 
  • Personal qualities of integrity, credibility, and a commitment to Heart Havens' mission

Essential Functions: Must possess the skills, abilities and working knowledge in the following areas:

Front Desk Reception

  • Acts as Front Desk greeter giving visitors a pleasant first impression of Heart Havens
  • Serves as first responder to phone calls into Heart Havens, transferring calls as necessary to other employees

General Office Management

  • Provides oversight of all general office equipment (copiers, postage machines, phone equipment, etc.), arranging for repairs as needed and assisting other employees in their usage
  • Assists employees with computer Help Desk type issues and serves as the contact person with outside computer service providers
  • Maintains office supply inventory and makes purchases as needed (approves supply orders for programs). 
  • Maintains petty cash and prepares reimbursement requests
  • Sets up files as requested with proper labels and organization
  • Maintains organization and cleanliness of the office 
  • Update organizational memberships
  • Sorts and distributes mail daily
  • Plans and prepares for meetings
  • Maintains file storage/yearly purging of files

Human Resources Support

  • Provides Administrative support to the HR department
  • Obtains employment references
  • Files documentation
  • Assists with new employee orientation
  • Sets up new employee files

IT Support

  • Assists with computer troubleshooting
  • Set up of new computers, printers and other office equipment
  • Coordinates repairs with IT contractor

General Accounting Support

  • Maintains accounting control of vehicles and vehicle paperwork, obtaining titles and distributing registration cards as needed in a timely manner
  • Prepares Excel spreadsheets and conducts accounting detail research as requested

Program Support

  • Files monthly program reports
  • Files residents' program documentation
  • Tracks annual inspection requirements ( i.e. fire extinguishers, fire marshal, health department)

Other duties as assigned.

This position has been closed and is no longer available.
Heart Havens, Inc.


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