CAMRIS International

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Office Manager/Operations Assistant

Office Manager/Operations Assistant

# of Openings 
1
Job Locations 
US-MD-Bethesda
Category 
Administrative/Clerical
Type 
Regular Full-Time

More information about this job

Overview

CAMRIS International seeks a highly motivated Office Manager and Operations Assistant to ensure the smooth operation of the administrative functions and operational systems of the CAMRIS International corporate headquarters. in addition to the standard adminstrative duties associated with the Office Management portion of the postion, the position responsibilities include clerical, data entry, and other technical support related to CAMRIS systems and operations.

Position requires commitment of 8 hours per day, Monday through Friday, between the hours of 9:00 a.m. and 6:00 p.m. This position is located at CAMRIS Headquarters at 3 Bethesda Metro Center, 16th Floor, Bethesda, MD 20814.

 

Responsibilities

  • Responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities
  • Coordinates overall administrative activities for the office
  • Responsible for inventories and ordering supplies and take inventory of the supplies on hand and dispatch any new supplies
  • Handles needs of the office building, cleaning services, pest control, landscaping and maintenance services, as needed
  • Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • Replenishes and maintains office equipment, including copier, fax machine, postage meter etc.
  • Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.)
  • Maintaining and supporting CAMRIS programs and systems to maximize utilization, accuracy and efficiency of service systems and equipment used in CAMRIS business processes including: Cloud based Applicant Tracking and Onboarding software, Capture Management System, and cloud based Policy and Procedure management system, among others
  • Data entry and other duties including:
    • Insert data by inputting text  and numerical information from source documents and other sources within time limits
    • Compile, verify accuracy and sort information according to priorities to prepare source data for entry
    • Review data for deficiencies or errors, correct any incompatibilities if possible and check output
    • Apply data program techniques and procedures
    • Generate reports, store completed work in designated locations and perform backup operationsParticipates as needed in special department project
  • Answer multi-line phone in a professional manner and ensure phones are answered during office hours
  • Welcome visitors and guest in a professional manner
  • Maintain the visitor log and parking validations log
  • Write business correspondents for staff, vendors or clients
  • Schedule appointments
  • Maintain office calendar
  • Plan and coordinate meetings as requested
  • Coordinator of corporate office and Information technology equipment requisitions, ordering and tracking shipment, reciept and inventory
  • Coordinates ancillary support for office functions
  • Executes and coordinates pre-approved purchases, travel arrangements and work orders, as needed
  • Tracks and monitors shipments
  • Performs daily inventory of kitchen supplies and ensures these areas are clean and stocked; prepares coffee in the morning
  • Ensures equipment (copiers, faxes, printers, postage machine) are operational on a daily basis and are stocked with paper; makes service calls as needed
  • Serves as main point of contact for advice on shipping domestically and internationally; ensures that mail and packages are distributed properly
  • Formulate and update meeting agendas
  • Prepare for in-office meetings, i.e. make coffee, order lunch and maintain conference room
  • Maintain clean and organized work areas within the office including front office and desk, copy room, kitchen and conference room on a daily basis.
  • Compiles and maintains digital lists and records, using excel or other software as appropriate..
  • Files correspondence and other records.
  • Makes copies of correspondence and other printed matter.
  • Edit and format documents/reports in Excel, Word, PowerPoint.
  • Organizes and maintains paper and electronic files.
  • Supports business development functions, such as proposal preparations
  • Other duties as assigned

Qualifications

  • Minimum two years of previous experience in office management, managing an office of 25+ employee
  • Bachelor or more advanced degree
  • Excellent written and oral communication skills
  • Experience working with business process software, preferred but not required
  • Attention to detail, correctness of information, and data entry in a timely manner
  • High level of inter-personal skills to interact with staff and visitors of all levels
  • Capacity to work both independently and as a member of a team
  • Ability to interpret documents such as software instruction manuals
  • Working knowledge of basic office equipment
  • Ability to occasionally lift office supplies, packages, equipment (no greater than 20 pounds).
  • High level of professional demeanor
  • Ability to maintain professional dress code during working hours
  • Ability to multi-task
  • Excellent computer skills including Microsoft Office Suite
  • Ability to handle cloud based PBX telephone system
  • Organized and detail oriented
  • Ability to take initiative to ask for projects and assist with tasks
  • Policy drafting and editing experience preferred
  • Working knowledge of mail processes such as postage machine, Federal Express and UPS.
  • Good planning and organizational skills.
  • Professional appearance and manner.
  • Ability to negotiate effectively.

 

 

Comments

 

CAMRIS International offers competitive salaries and comprehensive benefits. 

CAMRIS is an Equal Opportunity Employer