OKWIT | Office Manager for Amshot IT & Software Development
Providing a forum for women in technology in Oklahoma
1030
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Office Manager for Amshot IT & Software Development

Office Manager for Amshot IT & Software Development

Posted 4 weeks ago

Position Summary:
Responsible for managing all day-to-day administrative tasks, acts as a liaison between staff and
the clients, and supports staff when needed.

Essential Duties and Responsibilities:
• Greet customers/visitors in a pleasant manner and assist them.
• Provide excellent customer service.
• Schedule calendar of Executives.
• Manage calendars, contacts, and organize data entry.
• Review time sheet management submission for all employees filling in time for
executives.
• Manage billing system and invoices.
• Manage all expenses for employees.
• Plan and manage travel for executives.
• Coordinate appointments of the customers and/or visitors with management and other
employees.
• Answer phone calls and insure proper people are notified and that certain calls do not
make it through.
• Take overflow service calls and take a ticket or emergency calls to appropriate
department.
• Keep all office materials stocked: printer paper, ink, envelopes, marketing materials, etc.
• Receive postal, courier packages addressed to Amshot or employees and distribute them
to the appropriate person and/or department and document accordingly.
• Order cater services for office when necessary.
• Assist in arranging travel and accommodation arrangements for the employees including:
air fare, hotels, car rentals, etc.
• Coordinate events; book venue reservations, schedule itinerary, order merchandise,
create and order invitations, and organize company nominations and awards if needed.
• Coordinate with new hires for onboarding procedures.
• Deposit incoming checks.
• Mail letters and other documents to the necessary people. Maintain log of items mailed.

• Order any inventory for employees: employee shirts, water bottles, business cards,
lanyards, stationary, etc.
• Request certificates of insurance upon request to insurance agents.
• Record any complaints, problems, queries, and provide suitable answers and assistance.
• Keep track of all employees’ birthdays, anniversaries, and any other special events.
Additional Responsibilities:
• All other duties as assigned.
Other Functions:
• Must possess the ability to communicate effectively with all levels of management,
employees and outside contacts.
• Maintain a positive and professional demeanor while representing Amshot.
• Willingness to work beyond normal working hours, and in other positions temporarily.
• Receives very general guidance with respect to overall objectives; work is usually quite
independent of others; operates within guidelines using independent judgment in
achieving assigned objectives.
• Comply with all safety policies, practices and procedures and report all unsafe activities
to supervisor.
Supervisory Responsibilities:
• None
Qualifications / Experience Requirements:
• Associate’s degree
• Minimum of 1-year experience in a similar based position
• Proficient with Microsoft Office software, including MS Excel

 

Knowledge, Skills, and Abilities:
• Ability to work collaboratively or independently.
• Excellent analytical and problem-solving skills.
• Proven ability to efficiently multi-task.
• Ability to prioritize and coordinate projects and workload.
• Provide excellent customer service.
• Operate a variety of job specific office machines and equipment.
• Interprets and uses job related terminology effectively and efficiently.
• Strong communication skills with the ability to communicate verbally or in writing
effectively with people at any level
• Managing one’s own time and the time of others.
• Talking to others to convey information effectively.
• Able to maintain confidential and proprietary information.

If interested, please e-mail your resume to jobs@amshot.com