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Office Manager

Posted: 07/08/2024

TSP is a fast-paced, full-service design firm that successfully integrates architecture, engineering, interior design, and planning. Since 1930, TSP has been discovering facility design solutions that truly match the vision and mission of our clients.

Primary Responsibilities:          
This critical role serves as the face and representation of our Rochester office, being the first and last point of contact for guests. The ideal candidate will be friendly, professional, courteous, and organized. The Office Manager will oversee all office duties, support various tasks, including project management assistance, and engage in community relations. The role requires coordination of multiple projects with varying priorities and tight deadlines, the ability to work independently and collaboratively, and a strong service orientation.
Primary Responsibilities:
Office Manager/Community Relations:

  • Follow up on opportunities and set up appointments for the local business development team.
  • Maintain the firm’s CRM with prospect and opportunity data.
  • Process outgoing shipments and handle incoming mail and packages.
  • Interface with clients and all levels of staff in a professional and courteous manner.
  • Coordinate external event logistics and schedules and arrange office lunches as needed. 
  • Prepare and format internal and external correspondence.  
  • Coordinate special projects as assigned, providing basic research and data collection.
  • Manage various office budgets, manage building and grounds upkeep, and coordinate vendor contracts. 
  • Oversee the ordering and maintenance of office equipment, kitchen, and general supplies.
  • Represent TSP in the community by organizing and attending community relations events.
Project Management Assistant: 
  • Collaborate with the Project Manager on preparing contracts and ensuring contract compliance.
  • Work with Project Managers on project budgets, reports, schedules, billings and meetings.
  • Responsible for Accounts Receivable follow-up. 
  • Approve and track vendor invoices.   
  • Support project teams with project deliverables. 
  • Assist in preparation of project proposals as needed. 
Personal Qualities:                                                                                                                               
  • Effective leadership and collaboration skills in a team-based environment.
  • Strong commitment to delivering quality work and exceptional client services.
  • Excellent organizational and communication skills and the ability to multi-task efficiently
  • Handle confidential data and sensitive information effectively.
  • Foster a positive workforce environment that enhances team morale, productivity, and creativity. 
  • Align with TSP’s core values:
    • “We Before Me”: Prioritizing teamwork and collective success over individual achievements
    • “Design It Like We Own It”: Taking ownership and responsibility for the quality of design work
    • “Committed To Our Craft”: Demonstrating a strong dedication to professional excellence
Education/Experience Requirements:
  • Post-secondary degree preferred. 
  • 3 + years of office/clerical experience
  • Proficiency in Microsoft Office suite.
Work Environment/Physical Requirements:
This position operates in an office environment, regularly working in indoor conditions and on a computer. The noise level is usually moderate. This job entails sitting and collaborating with team members and stakeholders, along with communicating via phone/video. Occasionally, the employee may need to stand, walk, and lift/move objects weighing up to 20 pounds. Some overnight travel may be required.

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