Office Manager

Description

The responsibilities associated with the Office Manager position are diverse. They range from office administration and support, including but not limited to vendor management, supply ordering, event coordination, meeting support and mail processing. The ideal candidate must take initiative in problem-solving and exercise discretion and maintain confidentiality in carrying out certain responsibilities.

Responsibilities

• Oversee the day-to-day operations of the office and staff needs. Collaborate with and help the team as needed while anticipating accommodations.
• Serve as point of contact to vendors and landlord; attend related meetings
• Acts as point person for internal office communications. \
• Acts as "go-to" person for employees regarding office and Tyler business.
• Learns Tyler organizational structure in-depth to become a resource with strong knowledge.
• Coordinates building related issues with Tyler's facilities team.
• Coordinates building amenities with vendors.
• Coordinates new hire and welcome setup with HR and IT.
• Coordinates Tyler office meeting room holds and off property reservations.
• Coordinates office events / activities and catering.
• Coordinates public use of building. Responds to public inquiries tactfully and constructively.
• Assess office needs. Meets with vendors as needed. Annually reassess contracts with vendors to ensure we continue to maintain accounts, licenses, subscriptions, and memberships
• Accurately complete, review and submit payroll reports, invoices and expense reports
• Manage costs, scheduling, quality of office experience and safety issues relating to the internal operations of the office.
• Address any questions and complaints such as vendor payment, office processes, internal procedures, questions and related issues of varying degrees of complexity and in a courteous and timely manner.
• Maintain a positive office environment for employees, guests and visitors
• Organize and assist with conference registrations and travel planning
• Responsible for purchase of office, food, and other business-related supplies
• Develop and train others on various office systems and procedures. Annually audit systems and procedures for updates and accuracy.
• Perform data entry when needed.
• Acquire and maintain knowledge and understanding of current county, city and state commercial tenant rules and leasing contract terminology.
• Send and receive all incoming and outgoing mail, packages and correspondence. Process and distribute all incoming mail, packages and correspondence. Document all outgoing mail, packages and correspondence.
• Maintain office décor and updates for special occasions such as holidays and parties.
• Establish and uphold security needs as required and outlined by CJIS and FedRAMP.
• Managing Stakeholders in the areas of strategy, problem-solving, and decision-making across all aspects that involve the use of office space and amenities.
• Assist with maintaining a secure office and online environment, including continuation of routine, defined security procedures
• Anticipate needs of office and employees; fulfill those needs without prompting
• Demonstrate and promote professionalism with a positive attitude promoting Tyler culture
• Assist with setup for new employees - office space, distribution lists, security protocols
• Assist with FTE tracking, Control numbers, and headcount statistics
• Maintain contract data, client information, and other elements in centralized database
• Facilitate meeting planning and execution for Director-level staff as needed.
• Perform miscellaneous duties, as required

Qualifications

• High school diploma or equivalent
• Typically requires 2-3 years in job-related experience
• Experience with Microsoft Office applications including Word, Excel, and Outlook and experience in videoconference and meeting equipment
• Comfortable with learning and adapting to various technologies and computer applications
• Solid attention to detail
• Work well with others in a team environment
• Must have willingness to work on a variety of tasks, big and small
• Outstanding verbal and written communication skills
• Strong organization and time-management skills
• Excellent problem-solving ability
• Manage tasks independently after being trained
• Flexibility and willingness to take on a variety of projects or tasks
• Self-motivated and desire to work in a fast-paced, entrepreneurial environment
• Strong work ethic
• Must pass a thorough background screening
• Strong customer service skills for internal and external customers.
• Must have reliable transportation and maintain valid driver's license with personal liability insurance coverage on vehicle.
• May need to lift up to 25 lbs. on a weekly basis
• Must be in-office 4-5 days per week. Business hours are Monday through Friday 8 a.m. to 5 p.m.