Office Manager (Higher Education)

Boston, MA, USA

Job Type

Temp to Hire

About the Role

We are seeking an Office Manager to work in higher education under general supervision of the Director of Facilities. This person will be responsible for providing office management and administrative services in support of the effective operation of Physical Facilities, Maintenance and Housekeeping. This is a campus based, temp-to-hire opportunity for the right candidate. 


Hours 9-4:30, Monday-Friday, with flexible start times available at 8:00 or 8:30 if necessary.

Duties and Requirements

  • Prepare purchase order forms from department requisitions and other sources; indicate appropriate accounting/budget codes and obtain authorizations; prepare invoices for approval and forward for payment in a timely manner. Create blanket purchase orders with vendors.

  • Manage web based work order/preventative maintenance system. Prepare work orders for distribution. Update equipment inventory.

  • Work collaboratively with Director; assist with maintenance schedules; generate reports for supervisor review and approval.

  • Responsible for maintaining database on facility audit.

  • Monitor purchasing card (P-Card) usage, prepare expenses for approval and complete monthly reporting for Business Office.

  • Work collaboratively with Director in the preparation of departmental budget for approval; monitor fiscal performance to ensure budget compliance. Work with Director in establishing Capital Budget requests.

  • Assist Director with customer relations and communications.

  • Maintain database of University utility/energy use including natural gas, electric, oil, water, etc.

  • Maintain updated job descriptions for non-exempt Housekeeping and Maintenance personnel.

  • Answer and route incoming telephone calls; sort and distribute mail; maintain office files.

  • Coordinate responses to requests and inquiries from the campus community and others including directing safety issues to the appropriate responder.

  • Follow all University policies and procedures.


Other Duties & Responsibilites: 


  • Order materials and services, as directed; communicate with suppliers, contractors, and campus community, as needed and directed.


Skills/Experience/Training Required: 


  • Duties require knowledge of accounting equivalent to completion of an Associate’s degree and three to four years of related experience, or equivalent combination of education and experience.

  • Bilingual in Spanish/English, preferred.

  • Working knowledge of accounting principles, methods, and standards with ability to adapt established methods to varied accounting transactions.

  • Thorough knowledge of accounts payable and accounts receivable principles, methods and procedures.

  • Ability to perform detailed work involving written and numerical data and to make arithmetical calculations rapidly and accurately.

  • Ability to communicate effectively both verbally and in writing; to establish positive public relations, and to interact effectively with a wide variety of people.

  • Strong administrative and technical skills: proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and/or MS 365, Zoom and/or MS Teams, and knowledge of database programs and applications.

  • General knowledge of contracts.

  • Excellent organizational and customer service skills.

  • Ability to perform multiple tasks in a fast-paced business environment.

  • Ability to work extended hours and special events as scheduled.

  • Ability to uphold the University’s commitment to inclusive excellence in a diverse educational community.

Salary

$20 - $24 per hour