Office Manager

Prentice Organization; Portland (ME); On-site; USD 60,000 - 70,000; Full time

Job summary

Portland Foreside Development is seeking an experienced Office Manager to oversee administrative operations for the Portland, ME office and support the Managing Partners.

The role focuses on front desk duties, office logistics, and coordinating executive schedules, travel, and correspondence, with an emphasis on professionalism and efficiency in a fast-paced environment.

Qualifications

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to perform well in a fast-paced and demanding environment.
• Strong time management skills with a proven ability to meet deadlines.
• Proficiency with Microsoft Office Suite or related software.

Responsibilities

• Greet and welcome guests and employees; direct and escort to appropriate locations.
• Respond promptly to telephone and email inquiries and manage mail and deliveries.
• Oversee daily office activities and perform administrative tasks.
• Coordinate recordkeeping, filing, and inventory of office supplies.
• Provide high-level administrative support to managing partners and leadership.
• Arrange travel and accommodations for executives; schedule meetings; take notes.

Skills

Office management

Verbal and written communication

Interpersonal skills

Organization

Time management

Microsoft Office

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Office Suite

Job description

Job Details

Job Location: Portland, ME 04101

Position Type: Full Time

Salary Range: $60,000.00 - $70,000.00 Salary

Office Manager

Portland Foreside Development | Portland, Maine

About the Opportunity

Portland Foreside Development Company's vision is to see the 10-acre 58 Fore Street property reach its full potential as a revitalized waterfront neighborhood. Our adopted Master Development Plan reflects a thoughtful vision by a local team, bringing new housing, office space, hotel lodging, restaurants, local and national retail, and impeccably designed outdoor spaces to the City of Portland — creating spaces for communal gathering, economic stimulus, and job growth.

Job Summary

The Office Manager will oversee the general administrative function and activities of the office, while providing dedicated administrative support to the Managing Partners and senior leadership.

Essential Duties and Responsibilities

Includes, but is not limited to:

Front Office & Guest Experience

• Greet and welcome guests and employees upon arrival; direct and escort guests to the appropriate location.
• Acknowledge and recognize guests upon departure.
• Respond promptly to all telephone and email inquiries.
• Receive mail, documents, packages, and courier deliveries, and deliver or distribute items appropriately.

Office Operations

• Oversee the daily work activities of the office.
• Perform administrative and clerical support tasks.
• Perform basic filing and recordkeeping.
• Follow all safety and sanitation policies and procedures.
• Facilitate maintenance of office equipment, including cleaning, upkeep, and repairs.
• Maintain inventory of office supplies and order new supplies as needed.
• Maintain office files and implement an efficient system for staff access to files and records.
• Liaise with IT to support office equipment and technology needs.

Executive & Leadership Support

• Provide high-level administrative support to the Managing Partners and other assigned leadership staff.
• Draft letters, memos, invoices, reports, and other documents for senior staff.
• Arrange travel and accommodations for executives.
• Schedule and attend meetings, taking notes and recording minutes.
• Review incoming communications on behalf of senior staff, determine importance, and summarize or distribute contents to the appropriate parties.

Professional Standards

• Demonstrate flexibility to step into whatever role is needed to deliver exceptional service, including responsibilities outside this job description and support for other departments as needed.
• Take initiative by completing assigned tasks without prompting and contributing new ideas.
• Exercise sound judgment in meeting business objectives and resolving problem situations.
• Perform other related duties as assigned.

Required Skills and Abilities

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Ability to perform well in a fast-paced and at times demanding environment.
• Strong time management skills with a proven ability to meet deadlines.
• Proficiency with Microsoft Office Suite or related software.

Education and Experience

• High school diploma or equivalent required; Associate's degree in office administration or a related field preferred.
• Minimum one year of administrative or clerical experience required.