Baker Tilly

  • Senior Office Manager

    Job Locations US-VA-Tysons
    Job ID
    12904
    Category
    Administration
  • Overview

    The Senior Office Manager leads geographic market and business unit office operations by evaluating, implementing, and maintaining office systems, processes and procedures. This position manages Internal Office Services and Administrative Assistant teams across the business unit ensuring staff development and efficient support staff utilization. This role includes oversight of all office facilities needs including facility planning, space management, vendor relations, office equipment evaluation, contract review and evaluation, budgeting and strategic planning.

    Responsibilities

    Facilities Management

    • Develops efficient space utilization plans, including team move planning, furniture needs assessments, and effective project planning and management
    • Delegates appropriate tasks to Office Services Supervisor to evaluate and review office equipment needs, manage contracts for office equipment, furniture, and vending, including vendor selection and contract review
    • Manages vendor records and contracts. Builds and maintains effective relationships with building management, maintenance companies, and other facilities-vendors

     

    Staff Management

    • Manages strategy for administration team goals across business unit.
    • Leads development across teams
    • Provides training and learning experiences to administrative support team members
    • Evaluates performance by setting goals, monitors performance, and coaches, mentors and provides on-going feedback to team members
    • Ensures Practice teams have the appropriate support levels including back-up support and cross-training
    • Analyzes Office Services and Administrative team staffing levels, ensuring that all support functions are accurately and efficiently completed, increasing/decreasing staff levels as needed

     

    Leadership and Cross Function Liaison

    • Builds relationships with critical leaders from multiple business unit within the office location
    • Influences change and clearly communicates the anticipated results while creating buy-in from Team Leaders and Partners
    • Assist Managing Partner with projects as assigned
    • Collaborates with Leaders and Partners to provide continuous improvement for administrative support while anticipating future staffing needs
    • Collaborates with internal services teams across multiple offices and provides direction for the implementation of best practices and/or other initiatives

     

    Onboarding for New Hires

    • Develops training plans and ensures implementation including time/expense training and facilities orientation processes
    • Assist all new hires and ensuring all pre-hire items have been coordinated (assigned workstation and/or office space, ID badges, building access, etc.)

     

    General Administrative Duties

    • Facilitates and performs various office functions such as invoice coding, expense approvals, accounts payable approvals
    • Budget management: creates and manages office team budgets
    • Lead the coordination of firm-related office functions and events
    • Collaborates with Technology team to create distribution list structure, develop summary information of members assigned to each list, and confirm that imported information is accurate
    • Responds to various questions regarding office services and administration functions and escalates as needed

    Qualifications

    • Bachelor's degree preferred
    • 8-10 years related experience required
    • High-level understanding of administrative concepts, practices, and procedures that are used in an professional services/consulting environment
    • Proven leadership skills
    • Ability to lead and engage a team and the ability to appropriately interact with all levels of firm management
    • Excellent customer service and client focused skills
    • Excellent written and verbal communication skills
    • Excellent organizational skills and ability to manage projects through competing priorities
    • Detail oriented and ability adhere to firm policies, as well as prioritize workload
    • Ability to provide thought leadership in the areas of efficiency and effectiveness in current and new processes, procedures or strategy
    • Ability to lead and foster a positive team environment; actively facilitate effective team building
    • Strong management skills and ability to leverage administrative staff appropriately based on skill set and needs
    • Project management skills including development of detailed project plans and adherence to project deadlines
    • Ability to influence change and clearly communicate the anticipated results
    • Basic accounting/bookkeeping knowledge preferred
    • Experience with office machines, including facsimile, high speed copier, multi-line phone preferred
    • Proficiency in Microsoft Office suite

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