We are seeking a dedicated, organized, and customer service-oriented Office Manager to oversee the efficient day-to-day operation of our office. This role requires a highly proactive individual who can independently manage client needs, office administration, vendors, facilities, billing follow-up, and daily operations while maintaining a professional and welcoming environment.
Responsibilities:
Reception and Client Services
- Welcome tenants, clients and visitors in a professional and friendly manner.
- Answer and route incoming calls, including calls for clients using our reception services.
- Receive, organize and distribute mail and packages, notifying clients promptly.
- Assist with printing, scanning, mailing and other services offered by Jameson Offices.
- Respond to client inquiries, resolve routine concerns and escalate issues when needed.
Workspace and Meeting Rooms
- Manage boardroom bookings and prepare meeting rooms before use.
- Keep reception, meeting rooms and shared areas tidy and presentable.
- Prepare morning coffee and replenish shared supplies.
- Report maintenance concerns and coordinate follow-up with building management or approved contractors.
- Coordinate office setup and furniture arrangements for incoming or relocating tenants.
Tenant and Virtual-Office Administration
- Respond to prospective-client inquiries and conduct office showings.
- Coordinate tenant onboarding, move-ins and move-outs, including keys and access arrangements.
- Prepare agreements using approved templates and maintain accurate client records.
- Support virtual-office clients with mail handling and reception arrangements.
- Refer pricing requests, agreement changes and exceptions to management for approval.
Billing and Office Administration
- Prepare invoices, maintain billing records and follow up on outstanding payments.
- Track boardroom usage and other billable services.
- Order office supplies and monitor inventory.
- Maintain accurate records of client requests and outstanding tasks.
- Create and update office advertisements on approved listing platforms.
Requirements:
- Previous experience in a similar office management, administrative, property management, or customer service role is preferred.
- Strong ownership, initiative, and ability to work independently.
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Customer service-oriented mindset with the ability to effectively manage a variety of client and tenant needs.
- Strong problem-solving skills and the ability to identify and resolve issues proactively.
- Ability to independently manage client relationships, agreements, billing follow-up, vendors, facilities issues, and day-to-day office operations.
- Proficiency in office software, including Microsoft Office Suite.
- Strong attention to detail and ability to prioritize competing tasks effectively.
- Knowledge of basic office maintenance and facilities practices.
- Ability to manage multiple responsibilities while maintaining a high level of professionalism and service.
- Availability to work on-site during regular office hours, 8:30 a.m. to 5:00 p.m.
