Office Operations Manager

Office Operations Manager

Energy Market Innovations, Inc. (EMI), headquartered in downtown Seattle, Washington, is growing rapidly and seeks an Office Operations Manager to formalize and manage the support function of our business. EMI consults with electric and gas utilities to develop strategies and programs to promote energy efficiency. We offer a flexible, fun and collaborative working environment and encourage each other’s creativity and intellectual curiosity to drive value for our client’s needs. This is a full-time opportunity for a unique individual who is able to proactively establish systems that will organize and coordinate our office operations and procedures while also providing administrative support in a small fast paced business environment.
Responsibilities include, but are not limited to:
• RFP Tracking – Create and administer processes to conduct RFP searches, log incoming requests, and project manage internal proposal development. Accountable for meeting RFP tracking metrics.
• Proposal Development – Manage proposal production processes, including updating qualifications and marketing materials, coordinating with technical staff and subcontractors. Accountable for meeting proposal schedules.
• General Accounting – Responsible for accounts payable and accounts receivable, including deposits, general ledger, monthly report preparation for management team, and conducting quality control checks.
• Contract Management – responsible for managing contract files with clients and subcontractors, tracking expiration dates, and ensuring compliance with insurance and other provisions.
• Invoicing – Generate monthly invoices to clients with supporting documentation and approval by project managers.
• Payroll – Coordinate with payroll service to report hours, track adjustments, and manage payroll reports and related files.
• HR Support – Provide HR support in the areas of compliance, recruiting, on and off-boarding, benefits, and performance management.
• Administrative Supervision – As we grow, this position will supervise administrative support to facilitate day-to-day priorities including word processing support, travel planning, expense reports, and fielding telephone calls.
• Document Production – Assist in producing presentations, proposals and reports for conferences and clients.
• Facilities Management – Facilities management including coordination with technical support, equipment procurement, and managing tenant/landlord relationship to ensure facilities meet EMI’s needs.
• Administrative Support – Perform a wide-variety of clerical duties including filing, photocopying, faxing, supplies management, and ensuring a clean and functional environment.
• Performance – Ensure organization effectiveness and efficiency.

Qualifications:
• The ideal candidate will have 5+ years experience as an Office Manager or Executive or Administrative Assistant.
• Exceptional written communication skills including ability to complete technical editing, strict eye for grammar, spelling, and overall readability of all EMI documents.
• Demonstrated ability to work independently and effectively with strong organizational skills, accuracy, and attention to detail.
• Ability to manage multiple tasks and balance competing short and longer term priorities.
• Highly effective interpersonal skills to handle various interactions including sensitive and confidential situations.
• Excellent listening and verbal communication skills.
• Expert level proficiency with MS Word. Ability to work easily and competently with long and complex documents (e.g., 100+ pages, multiple section headers, figure and table references), design and establish company templates (normal.dot) files.
• Proficiency with Macintosh and Windows environments, Excel, PowerPoint, MS Visio/Inspiration.
• A Bachelor’s degree is strongly preferred.

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