Office Manager at Palladium, Washington DC, United States

Deadline: 28 February 2019

Palladium is currently seeking applications from the eligible applicants for the post of Office Manager in Washington DC, United States.

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Palladium’s mission is to catalyze an enriched future for all.

Key Jobs Responsibilities

The Office Manager will perform the following functions:

  • Assist with management of sublease agreements in accordance with Palladium policies in collaboration with Contracts and Compliance department.
  • Process all Washington DC office related invoices, obtaining approvals, expediting payment and maintaining accurate vendor files.
  • Review office expenditures, issue/review solicitations in accordance with Palladium’s procurement policies, prepare cost/benefit analysis and suggest cost containment measures and vendors.
  • Negotiate agreements for the purchase of office supplies and furniture, office equipment, office storage in accordance with company procurement policies and budgetary restrictions.
  • Determine and implement space allocations, furniture and equipment needs, and maintain the floor plan charts.
  • Serve as Administrator for Condeco hot desking system and coordinate seating arrangements for employees visiting the Washington DC office;
  • Coordinate the scheduling and logistics for regional and global in-person and virtual meetings and corresponding meeting resources. Examples to include; monthly and global town hall meetings, on-site vendor meetings, and trainings.
  • Organize conference room set up and catering for meetings as required.
  • Stock printer stations, kitchen areas, and other public spaces throughout the day.
  • Manage inventory of supplies, ensuring sufficient levels;
  • Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies;
  • Respond appropriately to emergencies or urgent issues as they arise, bringing them to the attention of management as appropriate; and
  • Assist with other tasks as they may be assigned. The primary responsibilities as the Executive Administrative support include:
  • Management of corporate travel support using Company systems;
  • Service as the Secretary at Partners and other meetings, as assigned;
  • Book travel and accommodations for Board members and leadership team when needed;
  • Liaise with corporate resources for travel management issues.
  • Ensure that all IT related desk profiles are up to date in Condeco Hotdesking system.
  • Ensure that all equipment and devices in the office are operational, coordinating with IT and outside vendors.

Eligibility Criteria

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Applicants must have:

  • Significant executive assistance and office management experience.
  • Handle issues of a sensitive nature and maintain confidentiality and discretion.
  • Liaise and build sound professional relationships with staff, clients, senior management.
  • Excellent skills in Microsoft Office, including Outlook, Excel, and PowerPoint
  • Experience in SharePoint or other document management systems and proven experience to learn quickly new tools and technologies
  • Experience in calendar management, time management, travel bookings and correspondence at a high level.
  • Ability to manage other staff members and temporary support as required.
  • Ability to negotiate service contracts effectively.
  • Ability to thrive under pressure.
  • Ability to stand, sit, and move about the office as needed.
  • Ability to lift up to 15-20 lbs.

How to Apply

Applicants must submit their applications through online process.

For more information, please visit Palladium.