Office Manager

Position Summary:Reporting to the VP, Operations, manage all day to day operations of the Charlotte office.Responsibilities:Office Management 1.Responsible for day-to-day operations of the Charlotte office, to include, but not limited to, ensuring office is opened in a timely manner, ensuring equipment is functioning properly, ensuring office is supplied with all support materials, maintaining conference room schedule, and ensuring pantry and vending is maintained.2.Ensure security system is operational.3.Act as point of contact for DCI Admin department for all Admin issues in the Charlotte Office and to work closely with Manager, Operations in LA Office to ensure consistency in satellite offices.4.Act as point of contact with all outside vendors (including temporary and consulting agencies) and building management in the Charlotte Office.5.Acts as Emergency Warden. Primary point of contact for Emergency Preparedness which includes, but not limited to, coordinating CPR and CERT (Community Emergency Response Team) trainings.6.Responsible for collecting all DCI issued items from employees (including contingents) leaving DCI and ensuring that they are returned to the respective department.7.Ensure that all administrative assistants are adhering to all DCI procedures and practices and ensure consistency. 8.Act as point of contact for Work life related programs in the Charlotte office.9.Coordinate department meetings. Ensure room is ready, including equipment is functioning and materials are distributed.10.Maintain and reconcile department's time-off" tracking system.11.Setting policies and procedures that creates efficiency for the department.12.Maintain the Operations' procedures manual. This manual should be an easy reference tool for all procedures as it relates to the Operations Group, as well as the department.Oversee outsourced reception area1.Supervise receptionist including, but not limited to, ensuring that she performs her responsibilities as outlined by her Supervisor 2.Conduct regularly scheduled meetings with Cushman and Wakefield to discuss performance and any other issues related to receptionist's duties and responsibilities.3.Ability to strategically coach and supervise in order to develop her professional relationships with members of the department, and to increase her competency and skill set as it relates to the efficient operation of the Charlotte office. Maintain and renew Trade/Association subscriptions 1.Maintain tracking system for all subscriptions related to Trades and/or associations for the entire department.2.Process all new and/or renewal subscription request according to department guidelines. Senior management must approve any requests not meeting department guidelines.3.Reconcile all subscription charges with charge card statements to ensure accuracy of charges and payment.Budget management 1.Ability to manage the Operation and Executive budgets. 2.Work closely with designated team members (with budget responsibilities) on a regular basis to assist with budget management. This includes, but not limited to, meeting with managers on a monthly basis to review and manage budgets to ensure that individual team budgets are maintained within the allocated budgets; work with team leaders to correct mistakes (incorrect charges) and to work with accounts payable to resolve any issues related to outstanding payments.Administrative support to President and 2 VPs1.Establishing & proactively managing an operational system in their office so that paperwork is acted upon & subsequently filed in a timely manner; and ability to locate needed information in a timely manner.2.Answer incoming calls.3.Communicate all messages in a timely.4.Coordinate and maintain calendars. 5.Schedule travel arrangements, including but not limited to, researching air travel, car rental, hotel accommodations and all other logistics related to trip.Requirements: * Preferred candidate should have a 4-year degree or combined work experience in the field of Finance and office management* Minimum of 4 years of related experience managing budgets* Minimum of 3 years of related experience in office management* Project Management experience* Proficiency in MS Office applications (Excel, Powerpoint & Word) with a strong emphasis on spreadsheet manipulation* Working knowledge of accounting practices and procedures that affect the overall annual budget.* Strong analytical, written, verbal and interpersonal skills are required* Candidate must demonstrate initiative and an ability to prioritize and handle multiple tasks simultaneously* Ability to work within and meet tight deadlines* Must have the legal right to work in the United States