Office Manager

Job Summary
Manages the day-to-day office functions; maintains the departmental or facility calendars. Encourages teamwork, managing the workloads of administrative staff, providing insight and support to the facility or division’s management team. Supervises reception functions, office maintenance, and other general office management functions as assigned by the site or division leadership.
 
 

Qualifications

Job Responsibilities

• Performs as the department representative for maintenance of office equipment.
• As appropriate, responds and resolves issues and answers questions within understood policies and procedures.
• May manage facility visitors. Coordinates visits with departments, administrative personnel and hosts-including building tour management to ensure all visitors receive a positive experience while at the facility.
• May assist/act as Facility Manager with contract facility maintenance and other facility issues including supervising office maintenance and cleaning. Maintains facility files and service contracts (other than building alarm) and service calendars/appointments, coordinating office moves and maintaining facility seating chart, maintaining  building keys, desk door keys and office door keys.
• May coordinates facility safety initiatives including ergonomic initiatives, OSHA compliance, fire drills, emergency closure procedures, and emergency equipment maintenance/training and facilitating related mandatory In -Services on an annual basis.
• May coordinate facility wide activities/events (i.e. employee events, Safety Committee, new hire orientations etc.) Coordinates participation in company sponsored charity events – Developing internal processes, obtaining corporate approvals, communication, soliciting volunteers and conducting follow up assessments.
• May manage the invoices paid and expense details each month that are not handled by Finance department. Creates the P & L statement and works closely with Corporate to roll-up the information in the corporate financial statements. Assists the Divisional leader/ General Manager and Finance team and with budget creation.
• Structures, organizes, expedites and may facilitate the activities and workload within the department.  Prioritizes schedules, maintains calendar and develops a system of follow-up for projects, meetings and issues to assure the department operates efficiently and effectively.  Arranges and coordinates details for meetings, conferences, and special events. Makes travel arrangements, as necessary.
• Administers/coordinates professional consultant contracts and invoicing processes. Administers /maintains departmental budget.
• Coordinates scorecards and or reports and reviews data for accuracy.
• Liaises with IT and other support departments on various projects and maintenance items including administration of the departmental component of LAN system.
• Maintains filing system and databases, including but not limited to contacts, professional memberships and licenses, national accounts tracking, environmental reporting system, design/technical libraries.
• Supports retrieval of CAD documents, document scanning, construction drawing reproduction, construction drawing CD archives.
• Develops and mentors staff, develops employees through orientation, training establishing objectives, communication policies, constructive discipline; builds employee morale, and motivation.
• Is responsible for the implementation of efficient procedures for general office administration. Analyzes and organizes office operations and procedures such as reception, bookkeeping, flow of correspondence, filing, requisition of supplies, facility reports and other clerical services. Evaluates office production, revises procedures, or devises new processes to improve efficiency of workflow. Informs all appropriate personnel of departments’ plans, programs and operations that affect their areas, and encourages feedback from all employees to increase productivity.

Walgreens, one of the nation's largest drugstore chains, is included in the Retail Pharmacy USA Division of Walgreens Boots Alliance, Inc., the first global pharmacy-led, health and wellbeing enterprise. More than 10 million customers interact with Walgreens each day in communities across America, using the most convenient, multichannel access to consumer goods and services and trusted, cost-effective pharmacy, health and wellness services and advice. Walgreens operates 8,175 drugstores with a presence in all 50 states, the District of Columbia, Puerto Rico and the U.S. Virgin Islands. Walgreens omnichannel business includes Walgreens.com. Approximately 400 Walgreens stores offer Healthcare Clinic or other provider retail clinic services.

As the neighborhood drugstore and retailer, our goal is to make health and happiness simpler, easier and within reach. And we remain a trusted wellness provider offering convenient access to important health services, such as immunizations and an array of pharmacy services that can help patients improve their health. To our team members, Walgreens represents a unique opportunity to excel in their careers in a welcoming and inclusive environment. We offer the chance to work in a truly supportive environment, and be a part of a progressive organization dedicated to the well-being of our customers, team members and the communities we all call home.

 

 


Internal Basic Qualifications :

• High School Diploma/GED and at least 2 years of office management or executive administrative assistant experience.
• Experience establishing and maintaining relationships with individuals at all levels of the organization, in the business community and with vendors.
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
• Experience maintaining/administering departmental budgets.
• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
• Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
• Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
• Experience in coaching, mentoring, and training staff.
• Willing to travel up to 10% of the time for business purposes (within state and out of state).

External Basic Qualifications :

• High School Diploma/GED and at least 2 years of office management or executive administrative assistant experience.
• Experience establishing and maintaining relationships with individuals at all levels of the organization, in the business community and with vendors.
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
• Experience maintaining/administering departmental budgets.
• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
• Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
• Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
• Experience in coaching, mentoring, and training staff.
• Willing to travel up to 10% of the time for business purposes (within state and out of state).

Preferred Qualifications :

• Experience in presenting to and coordinating senior level meetings, including preparation of agendas, documenting meeting minutes, sending out documents to attendees.
• Pharmacy Technician License or Certification preferred unless required by state as granted by the state Board of Pharmacy or nationally recognized certification agency.
• Previous experience in call center, healthcare or pharmacy setting.
• Bachelor’s Degree and at least 3 years of office management or executive administrative assistant experience.
• At least 3 years of experience directly managing people, including hiring, developing, motivating, and directing people as they work.

Additional Information

All your information will be kept confidential according to EEO guidelines.