Office Manager - Navigator Energy Services

Summary: The Office Manager oversees the daily operations of the Dallas office, ensuring a productive and organized work environment. Responsibilities include managing communication, document preparation, office supplies, and equipment, as well as coordinating office enhancements and upgrades. The role also supports technology and IT needs, event planning, and HR support responsibilities.

Key Responsibilities:

Administrative Support Responsibilities:

• Manage incoming and outgoing phone calls, emails, and written correspondence for the Dallas office. Ensure all communication is handled in a timely and professional manner.
• Prepare and format essential documents, including expense reports, presentations, and executive memos, ensuring accuracy and attention to detail. Serve as the primary Notary for the Dallas office.
• Oversee procurement, inventory, and maintenance of office supplies and equipment. Collaborate with vendors and service providers as necessary.
• Take charge of any necessary office enhancements or upgrades, ensuring the office maintains a modern, professional appearance. Manage contractor work and associated costs effectively.
• Greet and assist guests upon arrival, ensuring a welcoming and professional environment.
• Perform light kitchen cleaning duties to maintain a tidy and organized office kitchen.

Technology and IT Support Responsibilities:

• Regularly update and maintain content on the company intranet to keep employees informed.
• Work with HR to manage the distribution of a monthly company newsletter, collecting relevant content from departments.
• Assist employees in setting up video conferencing for meetings, ensuring reliable connectivity.

Event Planning Responsibilities:

• Support the planning, coordination, and execution of office events, meetings, and conferences. Ensure logistics, such as venue bookings, hotel blocks, catering, and materials, are managed efficiently.
• Organize quarterly volunteer events for the Dallas and Houston offices. Work with teams to identify opportunities, plan activities, and manage event logistics.
• Handle the purchasing and management of company swag to ensure timely availability and distribution for events, employee recognition, and promotional activities.

HR Support Responsibilities:

• Coordinate with HR to manage the onboarding process for new employees, including organizing orientation sessions and setting up building access and badges for Dallas and Houston offices.
• Plan and schedule team-building activities and employee recognition programs to foster a positive workplace culture. Come up with creative ideas to support both initiatives.

Qualifications:

• Minimum of 7 years of experience as an Office Manager or in a similar administrative role.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in office software (e.g., MS Office) and familiarity with office equipment.
• Ability to manage multiple projects and prioritize tasks effectively.
• Attention to detail and problem-solving skills.
• Must be willing to be in the office Monday to Thursday from 8 AM to 5 PM.