Administrative Operations Specialist (CHARLOTTE)

As the Corporate Office Manager , you will be instrumental as our key support person providing administrative coordination and completion of day-to-day tasks. You will understand the art of organization and getting ahead of situations while balancing multiple requests regarding tasks, talent, and projects. This position delivers an unwavering attention to detail whether it is a day-to-day duty or the coordination of time sensitive materials. Manage our corporate office building maintenance needs, maintain files (digital and paper), allocate appropriate physical plant resources, manage schedules, support vendors, and support all team related activities.

The Corporate Office Manager will administer all seating plans, gather research materials, and participate in project-related activities. We are looking for that excellent problem-solver who is passionate about keeping teams and projects organized.

• Scheduling, coordinating and supervising vendors to service corporate office needs and direct relationship management with the property management team for maintenance needs.
• Assist with updating presentations for the team to include Board reports and strategy decks.
• Management of select corporate budgets and accountingincluding but not limited to generating purchase orders, expense reports and travel logs, receiving and processing invoices, management of the HR and corporate office budget and reporting on the physical asset list.
• Note taking/meeting documentation. Develop and organize meeting notes and action items for all project meetings. Follow-up with participants on assignments and needed information or materials.
• Ordering of shared physical resources such as office supplies for common areas, supplies for the breakrooms, furniture, coordination of incoming and outgoing mail and shipments.
• General coordination of activities related to the function of the corporate office including but not limited to: landlord driven work, suite renovations and upgrades, entering and monitoring work orders for repairs, support of corporate office social activities, support of new hires, support of physical spaces after employees leave SFEC and other solution-based coordination relating to the operation of the Corporate Office.
• Send local announcements to the team, including updates on fire alarm testing, parking lot closures, flooding and other site-related notices.
• Manage mail distribution, including interoffice mail to other corporate offices, especially Sandusky.
• Operate A/V equipment and support A/V testing prior to major meetings or as requested.
• Ensure the conference center and other conference rooms are supplied with the necessary equipment for effective meetings
• Arrange and coordinate catering services as needed
• Ensure break rooms are consistently maintained, clean and fully stocked
• Assist with time management, company communication, coordinating schedules/meetings/functions.
• Supports the team with a can-do-spirit and desire to make the projects flow as efficiently as possible. Know every detail or know where to find the information about projects you are coordinating.
• Provides a positive, friendly demeanor when communicating with the office, external vendors, or park teams (answering phones, email, instant messaging).

MINIMIUM REQUIREMENTS:

• Associate degree / vocational or technical school degree combined with 5-8 years of experience managing a corporate office environment.
• Ability to anticipate needs of leaders and other this role supports.
• Able to build presentations for strategy decks, utilizing forms, tables, and spreadsheets.
• Excellent communication, customer service, and organizational skills.
• Must be comfortable balancing a variety projects with competing time sensitivity.
• Must be a self-starter who is highly organized.
• Ability to manage information with a high degree of confidentiality.
• Must possess a valid Drivers License.
• Travel required: 5%

PREFERED REQUIREMENTS:

• Bachelors degree

SUPERVISORY RESPONSIBILITIES:

No Direct Reports

PHYSICAL DEMANDS/WORK ENVIRONMENT:

Office environment / no specific or unusual physical or environmental demands.