Job Details

AUSTIN TRANSIT PROJECT: Office Manager


Description

Office Manager reports directly to the People Administration Management Specialist, with purview over a number of operational tasks and duties to support the operations of a fast-paced organization. This position oversees the day-to-day office management duties and provides administrative support as the lead receptionist while also providing support to senior management on advanced level special projects. Work under general supervision with extensive latitude to use initiative and exercise independent judgement.

Equipment and Applications 

Must be proficient in using business and communications software, preferably Microsoft Office 365 which includes SharePoint, Word, Excel, PowerPoint, Outlook, Teams, and/or other applications and modules as needed to bring progressive business solutions to daily tasks and assignments. 
  
TRAVEL REQUIREMENTS 
Minimal travel may be required. 

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is performed in an office environment during normal business hours Monday through Friday . Job may entail considerable levels of stress as this job works with multiple project timelines and is responsible for managing employees performing work of a complex nature. 

Position may require working some evenings to support the administrative needs for public meetings. Position will require regular presence on site to support the operations needs of ATP’s main lobby and reception operations. 

Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds; may occasionally be exposed to dangerous machinery, extreme weather conditions, physical harm, hazardous chemicals, and extreme noise when conducting site visits and working in the field.  

ATP promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. 

Reasonable accommodations may be made to enable individuals with disability to perform the essential functions as previously described. 

ABOUT ATP
The Austin Transit Partnership (ATP) is an independent organization entrusted with the design, construction, and implementation of Austin’s Project Connect program, which includes a new rail system, a downtown tunnel, and expanded bus system. ATP works in close partnership with Capital Metro, the region’s public transportation provider, which provides ATP with a range of critical administrative and capital projects support functions. 

COMMITMENT TO DIVERSITY

The Austin Transit Partnership is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. ATP makes hiring decisions based solely on qualifications, merit, and organization needs at the time.


Primary Duties

  • Note: The essential duties and primary accountabilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.  Specific tasks or responsibilities may be documented in the incumbent’s performance goals and objectives as outlined by supervisor or manager.  
  • Receive visitors at the front desk by greeting, welcoming, directing and announcing them appropriately during normal operating business hours.
  • Answer, screen, and forward incoming phone calls and electronic communications for customer service resolution.
  • Receive and sort incoming mail and serve as the lead point of contact on daily deliveries, serving as the primary contact for vendors onsite
  • Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
  • Manage office supplies inventory and place orders, as necessary
  • Assist the facilities management contact with daily oversight of key operational functions to include support for IT, HR, board relations activities, procurement, and other Austin Transit Partnership (ATP) led services to ensure the seamless development, curation, and operation of such space
  • Assist in the development of office policies and procedures, and ensure they are implemented appropriatel
  • Provide assistance to ensure administrative budget controls are adhered to for budgetary compliance
  • Assist in the development and implementation of standard operating procedures to facilitate prioritized projects and initiatives that serve to enhance the operations for the organization
  • Identify opportunities for process and office management improvements and assist with the implementation of new systems
  • Independently research, prioritize, and resolve multiple incoming issues, public complaints, and concerns addressed to senior level management
  • Support ATP’s safety culture by following safety and security policies, considering safety in every action, and reporting safety and security concerns
  • Perform other duties as required and/or assigned

Desired Education & Experience

  • Bachelor’s degree in Business, Communications, Liberal Arts, Public Administration, Public Relations, Human Resources, or related field. Relevant experience may be substituted on a year-for-year basis up to four years
  • Three (3) years of progressive responsibility experience in coordinating a broad range of organization and employee support functions in human resources, office management or start-up management, as well as budget monitoring
  • Strong organization skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong written and verbal communications skills
  • Resourceful team-player, with the ability to also be effective independently
  • Sill in researching, evaluating, and identifying discrepancies in data
  • Ability to coordinate multiple tasks, to communicate effectively with all levels of staff, board of directors, vendors, media representatives, and the public
  • Ability to succeed in a fast-paced environment with competing and changing priorities and tight deadline
  • Knowledge of basic project management, change, and organizational skills with knowledge of current models, tools, resources, and practices that support impactful outcomes
  • Strong analytical skills, including reporting, synthesizing data to identify themes, and creative problem-solving
  • Impeccable communication skills, both written and verbal, with the ability to communicate effectively with all levels of the organization
  • Ability to demonstrate engagement and enthusiasm for the mission of the organization
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