Office Manager in Rochester, New York at GLC Business Services, LLC

GLC Business Services is seeking an organized, proactive, and detail-oriented Office Manager to oversee day-to-day administrative operations, facilities management, tenant administration, vendor relations, and employee recognition programs. This role serves as the central point of contact for office hospitality, property logistics, mail distribution, purchasing, and workplace efficiency.

ESSENTIAL FUNCTIONS:

1. Reception, Mail & Administrative Support

• Front Desk Operations: Serve as the primary point of contact for visitors and incoming phone calls, welcoming guests and directing communications professionally.

• Mail & Package Logistics: Receive, sort, and distribute incoming daily mail and packages to appropriate departments (Accounting, HR/Payroll, Executive, and property tenants).

• Outbound Shipping: Manage outbound shipping accounts (USPS, UPS, Unishippers); prepare Priority mailings, order postage stamps, and package materials.

• Payroll Distribution: Safely receive bi-weekly payroll deliveries, prepare live checks for priority mailing or distribution, and handle corresponding documentation.

2. Facilities, Property & Security Operations

• Building Security & Access: Oversee office security systems (ADT), manage camera monitoring, maintain door/alarm codes, and coordinate entry protocols with staff and cleaning crews.

• Facility Maintenance Scheduling: Coordinate recurring inspections and routine vendor maintenance for HVAC systems (furnace/AC), filter replacements, fire safety systems, etc..

• Routine Property Upkeep: Perform daily maintenance; manage weekly garbage/recycling bin placement; coordinate secure, certified document destruction (CDD) pickups.

• Landscaping & Exterior: Oversight and management of contracted service providers for seasonal snow plowing and lawn care.

• Office Hospitality & Decor: Maintain common areas and manage seasonal/holiday decorations.

3. Tenant Administration (28 Prince St. Parking)

• Tenant Onboarding & Permits: Process prospective parking tenant applications, log vehicle information, issue GLC permit stickers, and maintain accurate records.

• Invoicing & Accounts Receivable: Issue monthly parking invoices in coordination with Finance, collect tenant payments (cash/check), maintain receipt records, and perform monthly bank deposits at Five Star Bank.

• Tenant Mail Routing: Manage mail delivery and tenant contact procedures for property space renters.

4. Office Supplies, Hospitality & Petty Cash

• Breakroom & Kitchen Upkeep: Ensure daily readiness of kitchen facilities (coffee/beverage stations, fresh water, utensils, paper goods, and snacks).

• Inventory & Restocking: Monitor and reorder cleaning products, restroom supplies, light bulbs, first aid/medical supplies, and general office stationery across multiple vendor platforms (Amazon, Staples, Wegmans, Intivity).

• Petty Cash Management: Maintain office petty cash fund, accurately log expenses, collect receipts, and submit regular reconciliation reports for accounting.

5. Equipment & Vendor Relations

• Copier & Equipment Maintenance: Perform monthly meter reads for office copiers/ printers and submit to service vendors; order toner, ink, and waste containers as needed.

• Vendor Coordination: Serve as primary liaison for office equipment, facility contractors, printing suppliers, and utility service providers.

6. Marketing Procurement & Branded Merchandise

• Print & Stationery Procurement: Order official company stationery, business cards, and print materials through designated print vendors (City Blue).

• Promotional Swag & Apparel: Manage orders for branded company apparel (polo shirts, uniforms, hats), recognition awards (Quarterly President’s Awards, Yearly "Gotta Love Champ" Awards), and promotional items (pens, messenger bags, mugs, mouse pads) via approved vendors (4Imprint, Recognition Experts).

7. Employee Engagement & Recognition

• Milestone Tracking: Run monthly employee birthday and anniversary reports in ADP; prepare and distribute custom milestone cards (Avery).

• Recognition Programs: Process site manager requests for employee recognition gift cards, coordinate reward ordering and distribution, and submit reimbursement reports to Payroll.

• Corporate Perks: Oversee distribution of company event perks (e.g., Rochester Red Wings tickets) and employee engagement initiatives.

QUALIFICATIONS:

• High school diploma, or equivalent.

• Previous payroll and customer service experience necessary.

• Computer proficiency and data entry skills are necessary.

• Ability to work cooperatively and communicate effectively.

• Knowledge of utilization of database systems preferred

• Work involves quality control and a strong attention to detail.

• Work involves varying degrees of standing, sitting, walking, bending, lifting & repetitive motion.

• Ability to lift a minimum of 50 lbs. with or without reasonable accommodation.