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Office Manager/Executive Asst

Ensures that the office and the facility runs smoothly. Organizes and expedites the flow of work for office staff. Provides work direction for companies and individuals responsible for the development and upkeep of office location. Works with vendors to maintain sufficient inventories of materials and supplies. Performs administrative and PR duties for CEO and corporate staff.
Supervises office activities to achieve optimum productivity and
utilization of equipment and materials
Selects, trains and supports Office Support Team(OST) staff
Leads staff members on OST, if applicable by location
Assures OST tasks are completed on a timely basis
Assures phones have full coverage at all times
Ensures that filing, dictating, records retention, duplication, word processing,
faxing and mail distribution meets the needs of the office
Coordinates and conducts all purchasing for the office
Coordinates maintenance of office equipment in an efficient, cost-effective way
(printers, pagers, cellular phones and other equipment)
Coordinates inventory of office supplies in an efficient, cost-effective way
Holds responsibility for budget expense control
Coordinates the completion of special projects
Ensures that work flows smoothly between OST and other entities
Leads in-house disaster team
Trains all staff in the set-up and use of the telephone system
Ensures building and grounds are in good repair and are run
efficiently/effectively
Ensures that outdoor seasonal work is done promptly, thoroughly and cost-effectively
(snow removal, landscaping, etc).
Coordinates fulfillment of maintenance concerns
Ensures maintenance concerns (plumbing, electrical, etc). are addressed promptly and effectively
Coordinates expansion of office space plan
Develops policies and procedures to ensure the smooth, safe running of the office location
Performs administrative and PR duties for president and senior leadership
Schedules appointments and coordinates arrangements for meetings, conferences, travel
Organizes and expedites workflow from CEO's office
Follows up with appropriate people to save CEO's time
Prepares routine and special reports (includes gathering and summarizing data)
Establishes and maintains highly confidential files and records
Composes and types correspondence
Receives, screens and routes calls, answers routine inquiries
Maintains business calendar
Issues customer and supplier satisfaction surveys; compiles data for marketing
Assists in the coordination of staff meetings in all offices
Other duties as assigned
Security Roles and Responsibilities
Centauri's employees are granted access to information resources in order to facilitate their responsibilities. All employees must understand and agree to their Information security roles and responsibilities before accessing any of Centauri's information systems. It is the responsibility of every employee to ensure the safety and confidentiality of data and systems by adhering to the organizations information security policies and immediately reporting any possible security violations. All employees are required to read, understand, and agree to abide by Centauri s corporate security policies. Centauri s employees must only access data they are authorized to access. Depending on role designation, employees may be required to take additional role based information security training. In addition, employees must successfully complete annual security and compliance refresher training. Employees will be held accountable for violations to the security policies.



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