Overview:The Office Manager at Friends of Jordan Festivals (FJF) plays a pivotal role in ensuring the smooth operation of the organization’s daily activities. This role involves overseeing administrative tasks, managing office resources, and supporting the team by maintaining a well-organized and efficient office environment. The Office Manager will also contribute to HR functions, assist with internal communications, and provide logistical support for events and meetings.
Responsibilities:
Administrative Management:
- Oversee daily office operations, ensuring efficiency and effectiveness in all administrative processes.
- Maintain office supplies inventory, including ordering and restocking supplies as needed.
- Serve as the primary point of contact for internal and external stakeholders regarding office management issues.
- Organize and maintain office files, both physical and digital, ensuring they are easily accessible.
- Assist in managing office budgets, including tracking expenses and processing invoices.
Team and Project Support:
- Provide administrative support to senior management and other team members, including calendar management, meeting coordination, and travel arrangements.
- Act as the office liaison between departments to facilitate smooth communication and operations.
- Support in the preparation of reports, presentations, and other documentation required for internal or external use.
- Coordinate with HR to manage employee records, attendance, leave, and assist in the onboarding process for new hires.
Events and Logistics Management:
- Assist in planning and organizing FJF events, including booking venues, arranging transportation, and coordinating catering when needed.
- Help facilitate internal team meetings, ensuring logistical needs such as venue bookings, equipment setup, and materials preparation are met.
Communication:
- Ensure effective communication across the organization by managing email distribution, internal announcements, and coordinating with team members on key initiatives.
- Respond to general office inquiries and handle correspondence on behalf of management, when appropriate.
HR and Performance Support:
- Support the HR function by assisting in scheduling performance reviews, preparing evaluation forms, and maintaining employee performance records.
- Work closely with the management team to ensure that office policies are up-to-date and consistently implemented.
Technology and Equipment:
- Ensure all office equipment (printers, copiers, computers) is functioning correctly and coordinate repairs or IT support when necessary.
- Manage office-related software systems and ensure that the team is equipped with the necessary tools and access.
Schedule Flexibility:
- Demonstrate flexibility to work extended hours, including nights, weekends, and holidays, as required by event schedules.
Qualifications:
Education: Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
Experience: Proven experience in an administrative or office management role, ideally in the arts, culture, or event management industries.
Skills:
- Excellent organizational and multitasking abilities.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
- Basic accounting or budgeting knowledge is a plus.
- Problem-solving skills and a proactive approach to managing office operations.
