Office Manager (Team Assist) job

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Job Description

Office Manager (Team Assistant)

Are you a detail-oriented multitasker? Do you know how to make sure things run smoothly?

Our US headquarters in Durham, NC is looking for a friendly and highly organized Office Manager/Team Assistant Monday-Friday 8:30 am - 5:00 pm. You’ll play an important role in the Durham office ensuring that everything runs smoothly, seamlessly and efficiently.

As a flexible and proactive go-getter, you have the unique ability to see what needs to be done, before it needs to be done! You can juggle multiple tasks at once, and keep a smile on your face the whole time. You are the face of our office making sure everyone feels welcomed and appreciated. Interested in joining a relaxed, fun team, who doesn't always take themselves too seriously? We would love to hear from you!

ABOUT YOUR NEW ROLE

  • Manage the office administration: ordering supplies, handling mail, and managing conference logistics
  • Travel management and controlling of travel expenses
  • Organizing team events
  • Provide executive support to President including; complete a broad variety of administrative tasks including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; travel arrangements
  • Responsible for mail and phone correspondence, and welcoming guests
  • Developing and optimizing processes
  • Other duties as assigned

COVID-19

commercetools, Inc cares deeply about the safety and well-being of its employees. Due to COVID-19, the following addendum to the Office Manager (Team Assist) role will outline additional responsibilities, until a time when COVID-19 is no longer a threat to the health and safety of everyone.

  • Prepare the physical office for safe social distance working between employees
  • Conduct health screens of every employee, maintenance worker, etc… who enter the office suite, including but not limited to:
    • Taking and recording temperature
    • Asking and recording screening questions
    • Handing out masks
    • Keeping sanitizer and other disinfectants supplied around the office
    • Recording symptoms
  • Maintain and communicate a rotating schedule for employees upon re-entering the office
  • Sending employees, maintenance workers, etc… away if they show symptoms or have been exposed to COVID-19
  • Along with the Operations Manager, perform daily cleaning routines of shared/common spaces

SKILLS & REQUIREMENTS

  • Experiences with administrative tasks
  • Excellent computer skills in Microsoft Office package (Excel, Word)
  • Strong administration, communication, organization skills
  • The service-oriented, can-do mindset with the ability to work independently
  • Reliability and discretion
  • Keen attention to detail, organized and able to seamlessly multitask
  • Proven written and verbal communication skills
  • Comfortable interacting with colleagues at all levels
  • A flexible, adaptable, can-do attitude
  • Associates Degree or bachelor’s degree in relevant field preferred
  • Must be available to work in the Durham office, Monday-Friday 8:30 am-5:00 pm

WHAT WE OFFER:

  • 100% coverage of the employees health care, vision and dental insurance
  • Company contribution towards dependent coverage
  • 401k (retirement savings)
  • Maternity/paternity leave
  • PTO and Company Holidays
  • Some pre-tax benefits through the PEO
  • Great team of highly qualified and motivated team members who work with a mutual respect and appreciation, take responsibility and evolve together

AND THERE’S MORE:

  • You will be involved in challenging and meaningful projects in a company with over 10 years of history
  • You will be working with one of the technology leaders in the growing e-commerce business
  • There's long-term and strategic stability by being a 100% subsidiary of REWE Digital (part of the REWE Group)
  • We are a growing, international company with offices in Berlin, Munich, London, Amsterdam, Singapore, and Durham
  • Modern workplaces and technology (e.g. MacBooks) in bright offices (open-plan spaces as well as conference rooms and smaller rooms for quiet times)
  • Collegial, open working atmosphere where your creativity and new ideas are encouraged
  • Healthy feedback and error culture and a climate of mutual appreciation and respect.
  • Free water, coffee, tea, snacks
  • Do you have a dog? We're a dog friendly office.

Commercetools is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

At commercetools, we hope to be the place where a diverse mix of talented people choose to come, stay and do their best work. We pride ourselves on bringing modern principles to ecommerce through both technology and company culture. We know success comes from the hard work and dedication of our passionate and creative employees.


Are you ready? Come grow with us!

Posted Information  This position is open. This job was posted on Fri Jan 01 2021 and expires on Sun Jan 31 2021.
Minimum $22,447
$32,657 average
Maximum $42,573

Tasks

  • Manage and maintain executives' schedules.
  • Make travel arrangements for executives.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Prepare responses to correspondence containing routine inquiries.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Provide clerical support to other departments.
  • Attend meetings to record minutes.
  • Process payroll information.
  • Interpret administrative and operating policies and procedures for employees.
  • Set up and oversee administrative policies and procedures for offices or organizations.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
  • Compile, transcribe, and distribute minutes of meetings.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Coordination - Adjusting actions in relation to others' actions.
  • Service Orientation - Actively looking for ways to help people.
  • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Time Management - Managing one's own time and the time of others.

Knowledge

  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Vision Insurance
  • Maternity & Paternity Leave
  • Vacation & Paid Time Off
  • 401K Plan
  • Health Insurance
  • Retirement Plan
  • Dental Insurance

commercetools, Inc.

Size

Small

Location

Durham, NC, and others

Industry

Computer/Internet

Website

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