Office Manager

About ANS Geo: ANS Geo is a leading Civil and Geotechnical Engineering firm headquartered in New Jersey, with multiple offices throughout the country. We pride ourselves on delivering innovative engineering solutions, while creating a supportive and growth-oriented environment for our team. As we expand, we are looking for an experienced and dedicated Office Manager to oversee the daily operations of our South Plainfield office.

Position Overview: The Office Manager will play a key role in ensuring the smooth operation of our South Plainfield office by overseeing administrative functions, maintaining facilities, and supporting office staff. This position will include responsibilities in facility and fleet management, financial oversight, office supply management, and coordination of key office events. The ideal candidate will have excellent organizational skills, a proactive mindset, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

Facility and Fleet Management (12-15 hours/week)

• Oversee the maintenance and repair of the office building, including HVAC, plumbing, electrical, cleaning services, landscaping, and snow removal.
• Manage service contracts and coordinate with vendors for office maintenance and repairs.
• Conduct regular inspections to ensure the building's safety, cleanliness, and compliance with health, safety, and fire regulations.
• Manage the check-in/out process for company vehicles, including coordinating maintenance and repairs.

Office Supplies and Inventory Management (3-5 hours/week)

• Maintain and organize storage areas, ensuring cleanliness and efficient inventory management for office supplies and equipment.
• Order and replenish office supplies as necessary, keeping track of stock levels.

Financial Management (1-2 hours/week)

• Manage office-related budgets, including utility bills, maintenance costs, and supply orders.
• Process and track invoices for vendors and office-related expenses.

Shipping and Mail Management (2-3 hours/week)

• Manage incoming and outgoing mail, shipping packages, and organizing documents.
• Collect, scan, and file mail and other important documents appropriately.

Onboarding Support (variable)

• Greet new hires on their first day, provide a tour of the office, and assist with desk setup and building access.
• Train new hires on office policies and procedures to ensure a smooth onboarding experience.

Administrative Support (12 -14 hours/week)

• Assist with scheduling meetings, managing calendars, and coordinating office-wide communications for NJ-related events.
• Maintain both physical and digital office records and documentation.
• Manage the corporate vehicle fleet, coordinating with leadership for guidance.
• Assist with administrative tasks such as processing vendor forms, lien waivers, and notarizing documents.
• Greet visitors and manage the front desk, answering phone calls, and directing inquiries as needed.

Event Planning and Coordination (1 hour/week)

• Collaborate with team members to organize and coordinate office events, including team meetings, training sessions, and celebrations.

Additional Office Management Responsibilities:

• Develop and implement office policies and procedures to enhance operational efficiency.
• Serve as the primary point of contact for office-related issues, troubleshooting problems and providing solutions.
• Ensure that the office maintains a professional and welcoming atmosphere at all times.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 3+ years of experience in office management, administrative support, or a similar role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office management software.
• Ability to manage budgets and track expenses.
• Familiarity with facility and fleet management is a plus.
• Notary certification is an advantage.

Benefits:

• Health, dental, and vision insurance.
• 401(k) with company match.
• Unlimited Paid Time Off and Paid Holidays.
• Opportunities for professional development.