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Office Operation Manager

Job Overview

An Office Operations Manager is responsible for overseeing the day-to-day operations of our local office, ensuring that all administrative and support functions run smoothly and efficiently. This role involves managing office supplies, equipment, and facilities, as well as coordinating with various departments to ensure that tasks are completed on time and within budget. The Office Operations Manager also plays a key role in developing and implementing office policies and procedures, ensuring the needs of the Relay U.S. corporate office are met, identifying areas for improvement, and implementing solutions to enhance overall office productivity. Additionally, they are responsible for managing the team in the office and providing leadership and guidance to ensure that organizational goals are met.

Organizational Impact

-    The Office Operations Manager plays a crucial role in ensuring the smooth and efficient functioning of an organization. Their impact on the organization can be significant in the following ways:

-    Recruitment and Retention: The Office Operations Manager is responsible for recruiting talents with great potential, coaching them, placing them with customers, and retaining them in the organization.

-    Efficiency and productivity: Oversee the day-to-day operations of the office, including managing staff, coordinating schedules, and ensuring that tasks are completed in a timely manner. By streamlining processes and implementing efficient systems, they can help improve overall productivity and efficiency within the organization.

-    Cost savings: By identifying areas where costs can be reduced and implementing cost-saving measures, the Office Operations Manager can help the organization save money and improve its financial performance.

-    Employee satisfaction: The Office Operations Manager plays a key role in creating a positive work environment for employees. By ensuring that the office is well-organized, well-equipped, and running smoothly, they can help boost employee morale and job satisfaction.

-    Compliance and risk management: The Office Operations Manager is responsible for ensuring that the organization complies with all relevant laws and regulations. By implementing policies and procedures to mitigate risks and ensure compliance, they can help protect the organization from legal and financial liabilities.

-    Strategic planning: The Office Operations Manager often plays a role in strategic planning and decision-making within the organization. By providing valuable insights and recommendations based on their knowledge of office operations, they can help the organization make informed decisions that drive growth and success.

-     Relay Corporate standards: The Office Operations Manager is required to meet regularly with the Corporate U.S. staff to become knowledgeable about the organization's strategy and goals. It is the Office Operations Manager's responsibility to act as an extension of the corporate office and successfully support initiatives and change management without interruption or disharmony with local employees.

-    Overall, the Office Operations Manager significantly impacts the organization by ensuring that the office runs smoothly, efficiently, and in compliance with relevant laws and regulations. Their role is essential in supporting the organization's overall success and growth.

Key Systems

- Relay Central

- Microsoft Office Suite

Inputs

-    Job Requisition Demand

-    Local Laws/Requirements

-    Customer Requirements

-    Employee Compliance Requirements

-    Global office policies and procedures

Outputs

-    Talent hired to the job or bench

-    Employee scheduling and task assignments

-    Office supply inventory management

-    Communication with vendors and service providers

-    Implementation of office policies and procedures

Activities

-    Oversee daily office operations and ensure smooth functioning of all administrative tasks

-    Manage office supplies, equipment, and facilities to ensure they are well-maintained and stocked

-    Coordinate with vendors, contractors, and service providers for office maintenance and repairs

-    Supervise office staff and provide guidance, training, and support as needed

-    Develop and implement office policies and procedures to improve efficiency and productivity.

Recommended Items

  •     Standard operating procedures for office tasks and responsibilities
  •     Employee handbook outlining company policies and procedures
  •     Training materials for new employees on systems and processes
  •     Performance evaluation criteria and process
  •     Emergency response plan for office operations

Content Examples

  •     Office policies and procedures manual
  •     Employee handbook
  •     Training materials for new hires
  •     Performance evaluation forms
  •     Incident report forms

Sample Event-Driven Tasks

-    Coordinate office moves and expansions when necessary

-    Implement emergency response procedures in case of office safety issues

-    Organize team-building activities and events to boost morale

-    Manage office supply inventory and order replacements as needed

Sample Scheduled Tasks

-    Review and approve employee timesheets

-    Conduct weekly team meetings to discuss goals and progress

-    Update and maintain office supply inventory

-    Review and analyze monthly financial reports and prepare a summary for upper management

Sample Infill Tasks

-    Coordinate office maintenance and repairs

-    Manage office supply inventory and ordering

-    Oversee office equipment maintenance and upgrades

-    Develop and implement office policies and procedures

-    Coordinate office events and meetings

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