Administrative

Office Manager

Permanent

HireBetter

Office Manager Austin Texas

The Role: Office Manager

Location: Austin, Texas

The Company                                                                                                                       

HireBetter’s client is one of the most highly regarded birding and nature tour companies in the world. Founded in 1976, the company sets the standard for excellence in ecotourism. The world-class expertise of their tour leaders, combined with their office staff’s decades of tour operations experience, ensures outstanding (and fun!) tours of the highest quality.

The Role

The general responsibilities of this position are management of the company’s front office, assisting the Tour Operations “division,” and assisting the other office staff as needed. Specific duties and responsibilities include but are not limited to answering phones, greeting and interacting with vendors and clients, inventorying and ordering of office supplies, working with contractors and various service providers regarding building maintenance and repairs, and communicating with office equipment contractors and service technicians. Assistance with Operations includes but is not limited to maintaining records in the CRM (database), filing paper and electronic documents, and preparing departure materials for clients.

Responsibilities

     Front office management:

  • Answer phones and phone system management
  • Distribute mail daily including FedEx and UPS deliveries
  • Maintains the cleanliness and organization of the office
  • Inventory, distribute, organize, and store all office supplies
  • Oversee office machines (functionality and maintenance; paper and toner supplies) including printers and postage machines
  • Office recycling: paper, toner cartridges, and batteries (includes communicating with paper recycling service provider and maintaining bin pick-up schedule)
  • Research, screen, and collect estimates for essential maintenance of indoor and outdoor spaces
  • Schedule regular maintenance for HVAC systems
  • Contact and schedule vendors for plumbing repairs, painting, window washing and rain gutter cleaning, carpet repairs and/or installation of new carpet, and cleaning/replacement of window blinds.
  • Record maintenance of CPR records of field staff (file electronic versions of the certificates on computer network, including expiration date, and file a hard copy)
  • Record maintenance of motor vehicle reports of field staff
  • Shortly after the first of each year move files from previous year’s filing drawer to banker’s boxes and label them; transport old files to storage unit

     Operations assistance (clerical and more advanced):

  • Create and edit records in CRM (database)
  • Filing duties (paper and electronic), including Registration Acknowledgement Letters, tour registration forms, tour costing sheets, tour evaluation forms, and Field Reports
  • Data entry of registration forms
  • Printing, assembling, and mailing of tour packets for clients
  • Binding field checklists

      Other staff assistance:

  • Create mass mailings and update client records for returned mail
  • Create and email Weekly New Bookings Report (per CRM) for executive team every Friday afternoon
  • Fulfill “requests for information” (RFI) including mailing catalogs
  • Print and distribute “Departure Status Reports” (DSR) to designated office locations and send it electronically to all field staff on the first Tuesday of the month
  • Function as contact person for industry trade shows and festivals including registrations and shipping of exhibit materials and replenishing them as needed
  • Record post-tour materials upon receipt from field staff—includes calculating submission due dates, maintaining associated Excel spreadsheet, acknowledging receipt of materials, and notifying field staff of missing information
  • Maintain tour route map digital files on computer network and website
  • Ship and receive supplies to and from tour leaders
  • Printing and filing tour costings for COO
  • Run errands as requested
  • Other duties as assigned
  • RARE: Plan and execute arrangements for office meetings and celebrations including arranging transportation, hotel reservations for out-of-town staff, restaurant reservations, decorating the space and catering, purchasing and wrapping gifts

Qualifications

  • Maintain a regular work schedule: dependability and punctuality
  • Professional phone etiquette including pleasant speaking voice and patience with all callers
  • Good communications and interpersonal skills
  • Detail oriented with good clerical and organizational skills
  • Knowledge of Microsoft Office products a plus including Outlook, Word, and Excel
  • Ability to handle multiple tasks at once
  • Perform effectively in an occasionally hectic work environment. Attention to detail; accuracy
  • Teamwork – pitching in as needed
  • Respect for self and others; cheerfulness; patience

To Apply

Interested candidates should apply through the HireBetter website at jobs.hirebetter.com. Qualified applicants will be responded to as quickly as possible.


Please note: Applicants for employment in the U.S. must possess work authorization that does not require sponsorship for a visa now or in the future.

Tagged as: Office Manager