OFFICE MANAGER TEMP Location Nashville, TN : POSITION SUMMARY: The Office Manager Temp ensures that the CMA office space and facilities are fully operational for staff. Maintains effective working relationships with the building's property management and security companies. Manages the use of the CMA Event Space and serves as the primary liaison with groups or individuals who contract to use the room. This temporary opportunity is expected to last from approximately December 11, 2023 through February 16, 2024. It also requires an in person work environment at CMA headquarters in Nashville, TN. The pay range is $22/hour and requires 40 hours of work per week. CMA believes in and expects all staff to act in alignment with its core values of collaboration: exhibiting a team-oriented focus, practicing active listening, demonstrating empathy; being solution-minded: proactively identifying problems and potential solutions; and commitment: exhibiting tenacity, engagement, and passion. ESSENTIAL FUNCTIONS: Office Operations Ensure professional, clean appearance of all CMA spaces: Maintain cleanliness of all conference rooms by daily clearing and straightening of tables, chairs, and organization of CMA promotional materials on display in each room. Perform daily conference room restocking of water, soft drinks, coffee, tea, cups, sugars, creamers, stirrers, etc. Empty recycle bins in conference rooms daily. Review work of the nightly janitorial and day porter cleaning and maintenance of CMA offices, conference rooms, breakroom areas, and event space. Make them aware of any areas that need more attention to cleaning. Maintain live plants both inside and outside of the building. Oversee cleanliness of 2 prep kitchens and breakroom area including: Perform daily cleaning and removal of filled recycle bags. Confirm cleanliness of refrigerators, microwaves, tables, counters, and floors. Load, start and empty dishwashers daily. Restock beverages cooler and coffee in machine in main kitchen. Clean out and discard any food items left by staff in the refrigerators on a weekly basis. Perform daily restocking of paper and cleaning supplies to kitchens. Distribute and sort incoming mail, faxes, and deliveries. Coordinate daily FedEx/UPS/USPS pick up. Ensure that all office supplies are properly stocked in all 3 workrooms and perform timely reorders. Order and re-stock all vending products including coordinating soft drink order and rotation of stock based on expiration date. Order coffee and associated supplies for coffee machines and coordinate repairs. Oversee the inventory of all building and kitchen supplies and manage reorder and restocking. Answer multi-line phone system; transfer calls to appropriate staff member and answer caller questions. Greet and assist visitors. Provide parking validation stickers when needed and track usage. Manage CMA's fax, reception, and event email accounts. Forward valid emails to appropriate department. Train incoming interns on daily office operations duties. Order workspace name decal for new hires. Assist with execution of office Emergency Response plan. Coordinate emergency response training and drills as requested. Oversee closet storage throughout the building for maximum utilization of space. Develop and manage operations budget for office and building supplies. Oversee CMA holiday décor including decoration of Christmas tree, wreaths and stage garland. Other operations projects and duties as assigned. Building Management Develop and maintain an effective working relationship with the staff of the building's property management and security companies. Coordinate building and equipment repairs with the building's property management staff and oversee the process to ensure satisfactory results. Receive information about expected visitors and communicate it to security on first floor so that they can allow them to access to CMA offices. Oversee cleaning and maintenance of items that are included in CMA's lease agreement. Liaise with building management to provide new employees with building access card. Ensure competitive rates for any leased items in operations including postage machine, coffee machines, water filter machine, recycling, and shredding. Obtain additional bids and/or negotiate as needed. Develop and maintain effective working relationships with outside vendors and ensure that services are satisfactorily provided. Oversee tracking of ongoing parking consumption and secure additional spaces as needed. Maintain relationship with owner of parking lot behind CMA, review monthly billing. Event Space Operations Maintain event space calendar bookings and process payment receipts. Provide event space users with usage rules, contracts, lists of preferred vendors, and credit card authorization forms. Ensure that space users complete required forms and provide necessary information about the event at least 2 weeks prior to the event date. Prepare monthly report of event space utilization for management. Perform setup and teardown of tables and chairs for events. Other duties as assigned EDUCATION AND EXPERIENCE REQUIRED: High school diploma or GED Minimum three years of experience, preferably in building/office operations management. Basic proficiency in Microsoft Word, Excel and Outlook. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: Excellent interpersonal skills including ability to establish and effectively manage relationships with staff, service providers, vendors, and event space clients Ability to work independently, prioritize and effectively manage multiple tasks to meet deadlines Ability to juggle multiple high priority projects simultaneously Strong attention to detail Strong organizational skills Ability to troubleshoot issues and maintain composure even when experiencing challenging circumstances PHYSICAL DEMANDS/REQUIREMENTS: Typically bending, crouching, or stooping as well as sitting and standing at a desk or table and walking Frequent lifting of objects weighing 25 to 50 pounds Work environment may contain dust, dirt, grease, etc. Ability to distinguish between shades of color Ability to climb ladders Available to work in office at CMA HQ in Nashville, TN CMA is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, age, genetic trait, sexual orientation, national origin, disability status, or any other characteristic protected by law. COMMITMENT TO INCLUSIVITY: CMA is committed to creating lasting change by nurturing an inclusive and equitable culture. By fostering these practices in all areas of our business, we will ensure the future of our industry. We celebrate the dedication of our staff, our membership and the industry in moving Country Music forward and are committed to offering education and resources to help ensure an equitable pipeline of opportunity that continues for years to come.
