Job Information
Aston Carter Office Manager - DIRECT HIRE in Birmingham, Alabama
Description:
Answer phones and greeting visitors at the front desk.
Receives mail, distributes daily, and handles all shipping needs.
Manage day-to-day operations and appearance of the office and café area (coordinate in-office lunches).
Order and organize supplies for the office and manage office equipment servicing.
Research, book, and manage travel itineraries for executives and staff members.
Ensure meeting rooms are set-up and stocked with supplies each day.
Manage public contact list in Outlook and ensure new contacts are entered timely and correctly.
Ensure architectural licenses are updated and maintain AIA credits for licensure department.
Calendar and time management to ensure that Principals and Project Managers are on time and prepared for meetings, consistently review calendar for changes, monitor and handle scheduling conflicts.
Perform certain human resource tasks such as maintaining the employee quarterly review log, scheduling quarterly review meetings, and ensuring documentation is saved in the file.
Assist with new hire orientation by preparing onboarding schedules and booking onboarding meetings.
Assist finance team with data entry and other tasks as needed.
Drive and manage company events (i.e., ordering group lunches, firm meetings, business related socials, firm socials)
Partner with Principals, Project Managers, and third-party vendors to schedule and track lunch-and-learn sessions.
Prepare presentations, agendas, reports, and other administrative tasks to support the office.
Regularly assists with errands, tasks, and special projects as needed.
Skills:
Administrative support, Office management, Data entry, Customer service, Microsoft office, event planning, Payroll, accounts receivable
Top Skills Details:
Administrative support,Office management,Data entry,Customer service,Microsoft office
Additional Skills & Qualifications:
Bachelor’s degree strongly preferred but not required.
3 to 5+ years of experience as an Office Manager in professional services firm or similar role.
Proficient in Microsoft Office programs and well versed in Outlook.
Excellent interpersonal and communication skills.
Strong organizational skills and attention to detail.
Collaborative and professional work ethic.
Emotional maturity and proven ability to handle confidential information with discretion.
Experience Level:
Intermediate Level
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
Diversity, Equity & Inclusion
At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.