Mount Kato Staff Docs

Internal documentation and policy site for Mount Kato staff.

Navigation
Access Tier: employee

Office Manager

Job Title: Office Manager

Department: Administration

Reports To: General Manager

FLSA Status: Exempt

Summary

The Office Manager is responsible for overseeing the daily administrative operations of Mount Kato, ensuring efficiency, organization, and a positive work environment. This role manages office staff, coordinates administrative functions across departments, and supports the General Manager and other leadership team members.

Essential Duties and Responsibilities

  • Office Operations Management:

  • Oversee the day-to-day operations of the main office, ensuring smooth workflow and efficient processes.

  • Develop, implement, and maintain office policies and procedures.

  • Manage and supervise office staff, including administrative assistants and front desk personnel.

  • Coordinate office activities and projects, ensuring timely completion and adherence to deadlines.

  • Maintain office supplies, equipment, and facilities, negotiating contracts with vendors as needed.

  • Communication and Information Management:

  • Serve as the primary point of contact for internal and external communications, including phone calls, emails, and correspondence.

  • Ensure effective communication and information flow between departments.

  • Prepare and distribute reports, presentations, and other documents.

  • Maintain and organize filing systems, both physical and electronic, ensuring accuracy and confidentiality.

  • Administrative Support:

  • Provide high-level administrative support to the General Manager and other leadership team members.

  • Manage calendars, schedule meetings, and coordinate travel arrangements.

  • Prepare agendas, record meeting minutes, and follow up on action items.

  • Assist with special projects and initiatives as needed.

  • Financial and Budgetary Support:

  • Assist in the preparation and management of the office budget.

  • Process invoices, track expenses, and assist with basic bookkeeping tasks.

  • Coordinate with the finance department to ensure accurate financial record-keeping.

  • Human Resources Support:

  • Assist with HR-related tasks, such as onboarding new employees, managing employee records, and administering benefits.

  • Support the implementation of HR policies and procedures.

  • Coordinate employee training and development activities.

  • Facility Management:

  • Coordinate facility maintenance, repairs, and renovations.

  • Ensure the office environment is safe, clean, and organized.

  • Manage relationships with external vendors, such as cleaning services and maintenance contractors.