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Office Manager

Expired Job

UGL Unicco Cambridge , MA 02138

Posted 4 months ago

Office Manager- Cambridge, MA

Our client has an R&D enterprise designed to bridge the gap between fundamental research and new product development. It has been launched withmandates to

(1) enhance the safety of automobiles, with the ultimate goal ofcreating a car that is incapable of causing a crash;

(2) increase access tocars to those who otherwise cannot drive, including those with disabilities

(3) helps translate outdoor mobility technology into products forindoor mobility;

(4) accelerate scientific discovery by applying techniquesfrom artificial intelligence and machine learning.

Our client believesartificial intelligence has significant potential to improve the quality oflife for all people, bringing ease, comfort and safety to all aspects of life.

Their high tech and highly developed Research Institute is seeking anexceptional Office Manager who will provide office and administrationassistance, while coordinating various projects for CAM site. As a memberof the Facilities Team you'll thrive on taking initiative and workingindependently while managing the environment and office experience of employeesand visitors. This high visibility role offers direct impact on company cultureand daily operations. Key components include employee/guest experience, vendormanagement, internal and external event support, collaboration with facilities,space-planning and partnership with administrative and IT functions.

Responsibilities:

  • Employee/Guest Experience--

  • Deliver a warm, professional and culturally sensitive guest experience

  • Manage conference room schedules and ensure rooms are dressed and ready for meetings, especially if there are large meetings that need to be refreshed from breakfast to lunch

  • Manage catering requests and setup for key meetings in coordination with the executive assistants and day porter

  • Lead on special events schedule and implementation of events for the Thursday social, key employee milestones, etc.

  • Coordinate NDA process for large scale meetings

  • Coordinate with executive assistants and communicate any special guest needs

  • Vendor Management---

  • Manage all services including the ordering of food and beverage, office supplies

  • Develop and maintain a system for mail and package services in coordination with reception

  • Maintain an updated vendor list to share as necessary with Facilities Team

  • Proactively review and negotiate contracts to ensure competitive pricing and delivery on scope of work in partnership with Facilities and Procurement

  • Facilities/Space-planning---

  • Ensure general cleanliness and appearance of the office (lobby, kitchen, conference rooms, bathrooms, and other common areas)

  • Ensure coffee equipment is functional and coordinate maintenance process

  • Coordinate with facilities to ensure the seating chart is updated and accurate on a timely basis

  • Maintain game table area--

  • Coordinate with facilities with the recycling program and shred services as needed

  • Partner with facilities to maintain the reception binder as needed

  • Finance/Administrative/IT Partnership

  • Coordinate, communicate and execute internal and external company events in collaboration with the administrative team

  • Partner with IT and Hiring Managers. Inclusive of space set up, nameplate, food program, site access, etc.

  • Ensure copiers, toner and paper supply are maintained

  • Process business card requests and ensure translation process occurs

  • Manage the receiving process in support of Finance and ensure proper tracking, etc.

  • Support administrative team with special event setup/breakdown and other logistics

  • Partner with Facilities to develop and roll out safety programs (emergency response, evacuation planning, etc.)

  • Provide additional support as needed on a timely and consistent basis

  • Oversee and submit invoices to Accounts Payable; partner with Accounts Payable to ensure proper payment of vendor invoices and requests

  • And other duties as assigned

Qualifications

  • At least, 3-5 years of office management experience with an emphasis on meeting and vendor management

  • Excellent written and verbal communication

  • Understands how to deliver amazing customer service whether to an employee or VIP visitor

  • Proven project management and organizational skills

  • Exhibit sound judgement when managing multiple competing priorities

  • Open to giving and receiving direct and constructive feedback

  • An extremely high sense of urgency and ability to work in fast-paced, ever-changing environment

  • Start-up experience a plus

  • Flexibility at times to support events that may occur during off hours

  • Must be able to lift items up to 20 pounds

  • Position requires overtime and weekend support

  • Prior events coordination a plus

  • Google suite SME is required

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Office Manager

Expired Job

UGL Unicco