Assistant Office Manager

Job Title: Assistant Office Manager

Location: Beachwood, OH
Reports to: Chief of Staff
Supports: KERA & JAFA LLC

Position Overview

The Assistant Office Manager provides critical support for the day-to-day operations of KERA and JAFA LLC, while also assisting with office management, workflow coordination, and operational oversight. This role combines administrative, clerical, and front-office responsibilities with a strong emphasis on organization, communication, discretion, and reliability. The ideal candidate works closely with leadership and internal staff to ensure an efficient, professional, and well-managed office environment.

Key Responsibilities

Reception & Front Office

• Greet visitors and clients and manage lobby reception
• Answer and route incoming calls professionally
• Monitor and respond to voicemails and general office email accounts
• Maintain a clean, organized reception area and kitchen

Administrative & Office Management Support

• Manage calendars, schedule meetings, and prepare meeting materials
• Maintain and organize physical and digital filing systems
• Perform data entry and updates to contact lists and internal directories
• Prepare mailings, print materials, and meeting packets
• Tracking and saving receipts in their respective folders
• Assist with tracking office tasks, deadlines, and follow-ups

Office, Supply & Vendor Coordination

• Order, track, and restock office and kitchen supplies
• Maintain office equipment (copiers, printers) and coordinate service calls
• Handle incoming and outgoing mail and deliveries
• Liaise with vendors and building management regarding office needs

Facilities & Operations

• Coordinate with building management for repairs and facility issues
• Support onboarding setup for new employees (desk setup, supplies, badges)
• Assist with document retention, shredding, and compliance schedules

Document & Project Support

• Scan, organize, and file confidential records
• Assist with preparation of reports, and internal documentation
• Support special projects and operational initiatives as assigned

Support for KERA & JAFA LLC

• Provide administrative support related to tax, or compliance documentation
• Provide administrative support related to tenants and properties.
• Assist with client file organization and internal coordination between both entities

Qualifications

• 2+ years of experience in an administrative, office coordination, or support role
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Professional, courteous, and discreet when handling confidential information
• A reliable personal vehicle is required for this position

Preferred Experience

• Experience in financial, accounting, or professional services environments
• Familiarity with office phone systems, printers, and basic troubleshooting
• Working knowledge of Adobe Acrobat and cloud-based storage platforms

Schedule & Work Environment

• On-site position, Monday–Friday, 8:30 AM–5:30 PM 
• Office location: Beachwood

Compensation & Benefits

• Competitive hourly wage or salary, commensurate with experience
• Benefits may include health insurance, paid time off, and retirement plan (if applicable)