Office Manager

NCSOFT is looking for an Office Manager to oversee general office operations, including facilities and office maintenance, administrative support and vendor relationships.  This position will help build and strengthen a positive company culture by welcoming inquiries, offering assistance and troubleshooting as needed.  

WHAT YOU'LL DO

  • Manage all office-related vendor relationships for vendors who provide services to the studio. 
  • Manage and maintain all common areas, conference rooms, and kitchens, making sure the proper supplies are in those areas and stock supplies as needed. 
  • Oversee facilities and act as a liaison to Property Management for office issues including maintenance, janitorial, repairs and service requests for the studio. 
  • Manage the reception area to ensure telephone and mailing communications both internally and externally to maintain professional image. 
  • Provide general support to visitors. 
  • Negotiate the purchase of office supplies and some equipment; maintains cost tracking, submits purchase order requests and works with the Finance Department when necessary.  Ensure that the facility is consistently maintained in a professional manner. 
  • Assist the HR Department when needed with the event planning, employee functions, interview scheduling and coordination. 
  • Maintain the building safety initiatives following OSHA requirements. Develop and coordinate safety programs for employees. 
  • Design and implement procedures/office administrative systems. 
  • Manage office G&A budget as directed by Director or Facilities, ensure accurate & timely reporting. 
  • Schedules and coordinates employee desk moves, including the placement and setup of new hires and all departures. 
  • Manage all incoming and outgoing mail. Packing and shipping through FedEx and UPS will also be a function of this position. 
  • Manage all travel policies and procedures for the organization. 
  • Manage travel arrangements for local studio including domestic and international flight, hotel and transportation booking for staff and visitors. 
  • Manage all aspects of relocation of a new employee when relocation is offered. 
  • Assist with various projects and support the Executives in administrative tasks. 
  • Help prepare and/or distribute documents for meetings or presentations. 
  • Order meals both catered and non-catered for departments as requested. 

WHAT YOU'LL NEED TO BE SUCCESSFUL

  • Bachelor’s degree or equivalent 
  • 2+ years of experience in Office Management 
  • Strong communication skills, both written and oral 
  • Excellent customer service skills, as well as a positive, calm demeanor are essential 
  • Self-motivated to proactively improve the studio culture and facilities 
  • Ability to work independently and successfully in an ever-changing, fast-paced team environment 
  • Outstanding organizational skills and a strong attention to detail 
  • Proficiency with Microsoft Word, Excel, Outlook, and Visio 
  • Efficient and effective multitasking skills
  • Strong team player 

This is a typical standard office environment that requires the physical ability to lift boxes +/- 40lbs 

Location: Palo Alto, CA

Date posted: 2021-12-16