Office Manager in Lancaster, Pennsylvania at Housing Development Cor

Home Office Operations

• Lead with hospitality when welcoming and assisting employees, residents, visitors, and partners. Model HDC’s exemplary customer service approach through attentive listening, respectful communication, timely follow-through, and a resident-centered, trauma-informed approach.
• Manage reception functions, incoming calls, and the general information email inbox.
• Coordinate the day-to-day operation and readiness of the Home Office, including conference and training rooms, shared workspaces, office supplies, stationery, mail and delivery services, and other administrative resources.
• Coordinate office equipment and services, including copiers, postage equipment, phone systems, cleaning, confidential shredding, and other office vendors. Troubleshoot routine issues and coordinate with vendors or appropriate staff through resolution.
• Serve as a primary point of contact with building management and coordinate maintenance, vendors, security, and building service needs in partnership with HDC facilities staff.

Hardware Device Management

• Maintain an accurate, centralized inventory of HDC hardware devices, including cell phones, tablets, laptops, accessories, and other assigned equipment. Maintain records of device assignments, location, condition, and status.
• Coordinate the lifecycle of HDC hardware devices in partnership with HR, supervisors, Finance, and HDC’s IT provider, including approved purchases, new-hire deployment, transfers, replacements, repairs, returns, and employee separations.
• Ensure devices are appropriately tracked and recovered during employee transitions. Promptly escalate missing, damaged, lost, or stolen equipment and coordinate necessary follow-up with supervisors, HR, and the IT provider.

.Home Office Access and Building Coordination

• Manage Home Office and parking garage access credentials, including approved issuance, activation, replacement, return, and timely deactivation. Maintain accurate records of active credentials and periodically reconcile assignments.
• Coordinate access needs with HR and supervisors during onboarding, employee transitions, and separations, and promptly address lost or stolen credentials in coordination with building management, the garage operator, and authorized system administrators.

Administrative Coordination

• Coordinate Home Office vehicle reservations, routine maintenance, fuel cards, and E-Z Pass accounts and maintain related records.
• Maintain accurate and current Home Office and property information, organizational contact lists, and shared administrative resources in SharePoint.

Additional responsibilities to be assigned, as appropriate.

• High school diploma or equivalent required; associate degree in office administration or a related field preferred.
• Minimum of three years of experience in office management or customer relations required; prior management or supervisory experience preferred.
• Bilingual skills in English and Spanish highly preferred.
• Proficiency with Microsoft Office and the ability to maintain accurate spreadsheets, shared records, and device and access inventories. Familiarity with SharePoint, Yardi, and hardware inventory systems preferred.
• Strong organizational skills, attention to detail, customer service, and the ability to prioritize work, coordinate vendors, protect confidential information, and follow tasks through completion.
• Successful completion of drug screening and criminal background check.