Front Office Manager

Description

POSITION OBJECTIVE:
The Front Office Manager oversees the daily operations of the front desk/reception area, ensuring exceptional guest service and efficient administrative processes. This role is responsible for managing and maintaining high standards of hospitality and coordinating with other departments to deliver a seamless guest experience.

This position is accountable for purchasing of office and kitchen supplies, management of the company emergency text list, company vehicle schedule, and travel related requests. The Front Office manager supports the Administrative team when other administrative assistants or the Executive Assistant are out of office, and handles projects and tasks as assigned by the Executive Assistant to the GM as needed.

This role also owns company birthday and anniversary cards, bereavement/sympathy gifts, newborn onesies and congratulations cards, event planning support, conference room schedules, kitchen supplies and vendor relation and vendor management, general upkeep, and ordering of lunches or catered events as necessary or required.

• Full support of Mikron Denver, Colorado office including but not limited to mail, shipping items, management of inventory and items stored on premises, management of text-em-all system, key cards and name tags, office supplies, vendor deliveries, vendor negotiation and management, and front desk phone calls, Teams messages and voicemail
• Greet guests, check in/check out procedure, maintain and support building security for onsite guests, communicate effectively with staff about visitors.
• New hire orientation support
• Assist with event planning for All Hands Employee meetings, off-site events, team building activities, etc.
• Handle birthday, anniversary, bereavement cards and company store orders, swag orders
• Manage a high volume of scheduling transactions including, catered events, customer and team lunches, employee travel, auto rental, long stay housing, managing multiple schedules without losing track or accuracy/effectiveness of communications
• Vendor management and negotiation
• Inventory management, organization, ordering, and cost saving measures
• Expense Reports regularly maintained at IRS legal requirement standards, submitted in a timely manner
• Ability to learn and work effectively within various business systems (Concur, Envoy, Paylocity, SAP, Microsoft Office Suite, etc.)
• Partner with Finance, Human Resources, IT and related teams on new hire onboarding, reporting and reconciling event planning and company related purchases and costs as needed
• Other departmental administrative items as needed
• Ability to set agendas, take meeting minutes, and manage action items as requested
• Coordination of International and Domestic travel arrangements, as well as company on site vehicle for incoming visitors.
• Apply judgment with full understanding of urgency and priorities of the business, routinely need to multi-task with sometimes little direction
• Full comfort and inclination to ask for help when needed
• High level of customer service with a strong ability to work in a positive manner with a multitude of personalities and varying expectations.
• Self-Motivated, self-managed, with the ability to self-organize and determine and coordinate assistance based on level of urgency and need
• Maintain an advanced degree of confidentiality along with excellent judgment and discretion
• Eagerness to help with other tasks as needed
• Ad hoc tasks and assignments as needed

• Keeps a customer focus when performing work and communicating both with internal and external customers
• Is always striving to better themselves by taking personal responsibility to learn and grow while helping the department adapt and grow while maintaining a positive and professional attitude.
• Maintains Customer Confidentiality
• Values Teamwork and Collaboration
• Strong attention to detail
• Flexible with the ability to remain highly organized while addressing diverse responsibilities and maintaining workload

QUALIFICATIONS, EDUCATION, AND EXPERIENCE REQUIREMENTS:

• Must be eligible to work in the United States
• Must have a valid state Driver license

• 3+ years previous office manager experience and/or Administrative/Executive Assistant experience
• Excellent written and verbal communication skills; ability to understand and judge the right communication style for the audience
• Highly refined organizational skills, specifically related to time management and scheduling
• Demonstrated ability to be proactive, take initiative, exercise good judgment, maintain discretion and confidentiality in all tasks; resourcefulness is key
• Ability to understand and meet deadlines and time sensitive issues in a fast-paced environment
• Incredible attention to detail and accuracy
• Ability to create and/or modify processes and scale best practices around scheduling and other tasks associated with this role