Job Description
Job Description
POSITION DESCRIPTION
Title & Reporting Relationships
Position Title:
Office Manager
Reports to:
Chief of Staff & Sustainability
Department:
Admin
Oversees:
No Direct Reports – oversees daily operations of HQ
Interactions:
All members of the combined Outerknown, Firewire, & Slater Designs staff and outside guests who visit shared Headquarters
Main Purpose and Major Challenges of the Role
To manage the day-to-day operations of Outerknown’s headquarters in Carlsbad, CA.
This role is accountable for ensuring the smooth functioning of all office facilities and ensuring the office is fully stocked in all supplies and resources. These efforts will require management of external partners and collaboration with key members of the combined Outerknown, Firewire, & Slater Designs team. This role will deal with a continually changing environment and shifting priorities.
This role should actively aim to continually increase smooth and efficient operation of the combined Outerknown, Firewire, & Slater Designs headquarters. This is a part time in-office role. Hours may also include evenings and weekends as needed.
ACCOUNTABILITY:
Office Operations
- Oversee daily office operations to ensure a smooth and efficient work environment
- Welcome guests and visitors to the office
- Partner with Chief of Staff to roll out processes for new office location
- Manage and enforce HQ Office policies, working with the Chief of Staff to develop new policies as needed
- Receive, sort, and route mail and deliveries, working collaboratively with the warehouse team. Prepare and send FedEx and USPS mailings, ensuring pickups are scheduled as needed.
- Maintain office facilities and ensure they are clean, safe, and well-maintained
- Manage vendors related to office services, supplies, maintenance, and repairs.
- Answer incoming telephone calls and route messages appropriately
- · Setup for large meetings, new hire orientation, and company events. Coordinating catering when the event requires.
- · Send out all company/teams communications as needed
ACCOUNTABILITY:
Supplies Management
- Manage office supplies and inventory, ensuring that all necessary items are stocked and ordered as needed.
- Keep the kitchen full stocked with drinks and snacks
- Ensure all office expenses are alignment with the office budget
- Organize all on-site and off-site storage of supplies, reorganizing as needed and dependent on shifting needs and events
- Manage the use and maintenance of the Outerknown Sprinter Van
ACCOUNTABILITY:
Additional Responsibilities
- Provide recommendations on improving efficiencies, effectiveness, and functionality of the office.
- Support the onboarding of new staff members
- Support coordination of staff events, staff functions, and brand events
- Support objectives of responsible office operations minimizing impact and waste
- Provide cross-functional support to teams as needed, examples included steaming clothes, sample sorting, photoshoot support, event support.
- Support CX department with customer-facing support as needed
- Assist in placing promo orders
- Additional responsibilities to be determined as needed
ACCOUNTABILITY:
Personal Measurables
- · Continually retain an open mind, while always reserving the right to exercise best professional judgment.
- · Take a global mind-set, acting as one company, one brand and putting the company’s best interests above those of any one individual or team.
- · Live the company vision and values.
- · Don’t be afraid to challenge the status quo, take risks, innovate and learn from failures.
ESSENTIAL SKILLS & QUALIFICATIONS
- Great energy. Positive Outlook.
- Strong people skills, including the ability to work effectively as part of a team, as well as independently.
- Proven ability to prioritize, meet deadlines, make decisions, and change course of action quickly.
- Detail-oriented, self-starter and capable of managing projects outside of the administrative function.
- Experience working in a fast-paced startup environment.
- Extremely organized and resourceful with a high level of integrity.
- Excellent interpersonal/communication skills; personable and professional telephone presence.
- Ability to handle confidential information with sensitivity, integrity, and accuracy.
- Comfortable with operating large vehicles, such as a large Sprinter Van.
- Schedule flexibility and willingness to jump in and help when needed
- Basic word processing skills. Must be familiar with Mac and Windows environment and have working knowledge of MS Outlook, Word, Excel, PowerPoint, Teams, and Concur.