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Office Manager

Office Manager

Helix Traffic Solutions, LLCMurfreesboro, TN, United States
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Part-Time Office Manager

Hours : 16-20 hours per week

Job Description :

The Office Manager & Corporate Assistant (OM&CA) is responsible for overseeing the day-to-day administrative operations of the office to ensure efficiency, effectiveness, and a professional working environment. This role combines administrative support, vendor coordination, and office organization to create an efficient, professional, and welcoming environment. This role requires excellent organizational skills, a proactive mindset, and the ability to manage multiple priorities while supporting staff and leadership. The ideal candidate is proactive, resourceful, and comfortable wearing multiple hats in a fast-paced setting.

Key Responsibilities :

  • Manage day-to-day office operations, ensuring the workspace is organized, stocked, and running efficiently. Manage and support daily administrative operations and office procedures. Monitor office policy and procedure compliance.
  • Serve as the main point of contact with the building landlord and property management team for any facility-related issues or service requests
  • Serve as the primary point of contact for internal and external inquiries that visit the building
  • Coordinate facilities management, including maintenance, security, and cleanliness
  • Oversee office supply inventory, procurement, and vendor relationships. Monitor office-related expenses and assist with basic invoice approvals, staying within budget.
  • Coordinate office equipment maintenance, IT support requests, and external service providers (e.g., cleaning, copier, etc.)
  • Support scheduling of internal meetings, conference calls, and visitor arrangements. Plan and coordinate meetings, events, travel arrangements, and catering services
  • Help organize team events, office lunches, or employee appreciation activities
  • Maintain digital and physical filing system records and general administrative processes, in accordance with company policy
  • Assist leadership and staff with administrative tasks such as document preparation, expense reporting, and travel coordination
  • Assist with basic bookkeeping and liaise with accounting or finance as needed
  • Uphold a positive office culture and employee engagement initiatives

Key Qualifications :

  • High school diploma or equivalent required
  • Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field preferred, but not required
  • 3+ years of experience in an office management, administrative, or operations role
  • Strong and proficient knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Excellent organizational and multitasking abilities
  • Strong interpersonal and communication skills
  • Strong writing skills
  • Discretion and confidentiality in handling sensitive information
  • Ability to work independently and take initiative
  • Experience with office software tools (e.g., ERP (QuickBooks or NetSuite), Expense platforms (Concur), Travel platforms (CoreTrust), and / or HRIS (Dayforce)

    • Desired Skills :

  • Strong organizational and project management abilities.
  • Ability to work under pressure and handle multiple tasks simultaneously.
  • Solid negotiation and vendor management skills.
  • Knowledge of environmental and sustainability initiatives in fleet operations.
  • Proficiency in fleet management systems, data analysis, and reporting.

    • Work Environment :

  • Primarily office-based in-office role during regular daytime business hours, Monday through Friday. Limited to no travel or weekend work expected
  • Hours vary between 15-25 hours / week, with variation on the higher side when larger meetings are being coordinated on premises.
  • Some physical activity required (lifting office supplies, setting up meeting spaces, cleaning / organizing, handling mail and parcel package shipments, etc.)
  • Regular verbal and written communication with internal team members, visitors, building management, and external service providers.
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    Office Manager • Murfreesboro, TN, United States