Office manager

Purpose: The office manager is responsible for the coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

General Qualifications: The office manager should be able to handle a wide range of administrative and executive support-related tasks and to work independently and exercise sound judgment. This position requires someone who is well organized and who can manage multiple priorities, anticipate needs, assess situations, and recommend solutions. The ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining adaptable, proactive, resourceful, and efficient with a high level of professionalism and confidentiality is crucial to this role. Written and verbal communication skills, decision-making ability, attention to detail, and superb customer service are equally important.

Responsibilities:

• Coordinate facility management and office maintenance
• Coordinate the call queue for the main phone line to maintain adequate operator coverage
• Maintain the office calendar and coordinate on-site meeting set-up
• Manage and provide support to the switchboard and reception area
• Monitor and maintain inventory and order supplies for office and meetings
• Coordinate the logistics for workplace programs and events
• Maintain purchase order system for accounting on office purchases and vendor services
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently
• Monitor the Missouri Bar email and respond to or direct inquiries as appropriate
• Maintain documentation and records of programs, events, requests, orders, etc.
• Ensure security and confidentiality of data and information
• Ensure office policies and procedures are being followed; make suggestions to modify existing policies and procedures to improve operational efficiency
• Maintain a safe and secure working environment
• Handle customer inquiries and concerns with attention to customer service
• Open and close front desk and lobby area if receptionist is unavailable
• Perform other duties as assigned

Education, Experience, and Skills:

• 5-plus years experience providing administrative support at the executive level
• Knowledge of clerical practices and procedures
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages, including MS Office

Key Competencies:

• Strong organizational, planning, and time management skills, with the ability to multitask and prioritize effectively.
• Excellent communication skills, including written, verbal, nonverbal, visual, and interpersonal.
• Proactive problem-solver with strong judgment and the ability to anticipate needs with minimal supervision.
• Proven ability to manage multiple tasks accurately and efficiently in a deadline-driven environment.
• High attention to detail and ability to perform administrative and executive support tasks with precision.
• Experienced in data collection, maintenance, and basic analysis.
• Comfortable working independently while also contributing positively to a collaborative team environment.
• High level of professionalism, discretion, and customer service orientation, especially under pressure.
• Technologically proficient, with strong skills in computer systems and information software.

FLSA Classification: Non-exempt
Reports to:Chief Operating Officer
Supervises: N/A

Physical Requirements:

• Occasionally lifts and moves equipment and materials weighing up to 30 pounds.
• Occasionally may require reaching, kneeling, bending and standing for short periods of time.
• Limited statewide and overnight travel as required.

View all job openings at The Missouri Bar at MoBar.org/Working-at-the-bar.