Office Manager

Office Manager

Overview:

The GBS Group, an engineering services and consulting firm, is seeking an Office Manager to support our growing Federal Services Division in Philadelphia, PA. This position includes several different areas of responsibility including Front Desk Receptionist, Office Manager, Administrative Assistance, and Special Projects and Events.

Each area of responsibility is detailed below:

Front Desk Reception:

• Answer the telephone
• Greet and sign in visitors to include badging and escorts throughout the building as needed.
• Receive small packages, mail, and deliveries.
• Greet employees with a positive and welcoming attitude by name. 

Office Manager:

• Perform general office duties to include ordering supplies, maintaining office equipment, scheduling service calls, coordinating office maintenance with landlord and/or service companies.
• Provide oversight of the office cleaning service company to ensure our contracted services for cleaning are being provided pointing out additional special cleaning items; maintain general cleanliness of break rooms, kitchen and appliances (microwave and refrigerator).
• Maintain breakroom supplies
• Run office errands as needed.
• Provide Executive Assistant support to the Executive Management team as requested to include monitoring calendars, booking conference rooms, small projects, special supplies, etc.
• Coordinate catering and company events/meetings/parties with support from the HR Admin.
• Coordinate with the HR Team and Hiring Manager to prepare for incoming new hires 

Administrative Assistance:

• Coordinate with HR and Virginia Beach office manager to assist employees with all travel requirements
• Coordinate customer reports
• Track weekly meeting action items
• Collecting and updating resumes
• Provide support with procurement and tracking
• Monitor and maintain personnel lists for the Federal division
• Overall Federal employee trouble desk coordinator

Qualifications:

Candidates must possess the following professional experience & qualifications:

• At least 3 years of experience with MS Word, Excel, and calendar applications.
• Superb customer service, attention to detail, and organizational skills.
• Proven ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Must have reliable transportation.
• Must be able to obtain / maintain a security clearance (U.S. Citizenship Required)

Desired Characteristics:

• Superior phone manners and ability to handle sensitive matters with tact.
• Ability to handle sensitive personnel data with confidence and work under pressure
• Demonstration of leadership attributes to address executive’s needs, the surrounding work environment, and customer and office staff requests
• Exceptional interpersonal skills and ability to work well across all levels of leadership and staff as well as with external customers, vendors, and office visitors.

EEO Statement

The GBS Group is an equal-opportunity employer. Employment decisions will be based on legitimate, nondiscriminatory business reasons, including merit, qualification, experience, and abilities. Our employment policies will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex/gender, sexual orientation, gender identity or expression, transgender status, national origin, age, disability, marital or familial status, pregnancy, military/veteran status, genetic information, or any other characteristic protected by law. This policy governs all aspects of the employment relationship, including but not limited to selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training. Any employee who feels that he or she is or has been the victim of illegal discrimination or violation of this policy should immediately notify the Chief Administrative Officer or Human Resources. Employees may file a legitimate or good faith discrimination complaint without being subject to reprisal.