Office Administration Manager

Direct Hire

Bayside. New York

Position Summary:

The Office Administration Manager oversees the daily operations of the Office Administration team, ensuring efficient front office operations, exceptional client service, and consistent administrative support across departments. This role is responsible for managing reception procedures, supervising the Office Administration team, maintaining office workflows, and supporting cross-functional operations to ensure the office runs smoothly.

Key Responsibilities

• Establish, implement, and oversee standard operating procedures for receptionists to ensure efficient handling of office visitors, incoming calls, and general office communications.
• Supervise, coach, and manage the Office Administration team, ensuring tasks are completed accurately, efficiently, and on time.
• Monitor daily workloads, assign responsibilities, and provide guidance and support to team members.
• Receive, log, sort, and distribute incoming mail and deliveries to the appropriate departments in a timely manner.
• Stay informed of company announcements, departmental updates, and operational changes, ensuring new procedures are implemented within the Office Administration team.
• Maintain professional, responsive, and effective written and verbal communication with clients, vendors, and internal staff to provide excellent customer service.
• Coordinate front office operations to ensure a welcoming and organized environment for clients, visitors, and employees.
• Identify opportunities to improve administrative processes and implement solutions to increase efficiency and consistency.
• Collaborate with management and other departments to support company initiatives, projects, and office operations.
• Ensure administrative procedures are followed and maintain accurate records, documentation, and office supplies as needed.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Minimum of 3–5 years of administrative or office management experience, with at least 1–2 years in a leadership or supervisory role.
• Proven experience managing administrative teams, prioritizing workloads, and improving office processes.
• Excellent written and verbal communication skills with the ability to interact professionally with clients, vendors, and employees.
• Strong organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and comfortable learning new software and office systems.
• Strong problem-solving skills with the ability to identify inefficiencies and implement practical solutions.
• Ability to work independently while collaborating effectively with cross-functional teams.
• High attention to detail, accuracy, and commitment to maintaining confidentiality.
• Demonstrated leadership, coaching, and team development skills.
• Customer service-oriented with a professional and positive attitude.
• Ability to adapt to changing business needs and support multiple departments as required.