Office Manager

Overview

The Office Manager oversees daily front-office operations while providing high-level administrative support to Colorado leadership and project teams. This role serves as the first point of contact for visitors and callers, manages communication flow, coordinates onboarding and office logistics, and ensures efficient processes across scheduling, mail and package handling, supply management, event coordination, travel arrangements, and confidential executive support. The Office Manager maintains a welcoming, organized, and professional environment and acts as a central liaison between associates, departments, and external partners.

• Receive and announce all company guests.
• Office at reception desk
• Answer incoming phone calls.
• Communicate clearly and effectively with all associates regarding changes, updates and enterprise affecting items.
• Check daily voicemail messages.
• Receive, sort, open, date stamp, and distribute all incoming mail.
• Maintain associate contact list for the Colorado office.
• Order all kitchen and cleaning supplies, paper products and Front-end office supplies.
• Call for service on cleaning services.
• Cost comparison tracking for office supplies & services.
• Prepare UPS and Fed Ex shipping labels for Associates as needed. Call for Pick-up.
• Receive and distribute all incoming packages immediately upon arrival.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Assist in updating and maintaining completed and current project information spreadsheets in shared drive.
• Set up conference room bookings as requested.
• Train back-up staff on phone and front-end duties.
• Assist various departments, i.e., creating spreadsheets, reviewing emails, stuffing envelopes, shredding, setting up binder books, correspondence, etc.
• Track and maintain Colorado office events calendar.
• Track received company gifts and send appropriate Thank-you’s.
• Community Outreach – Track volunteers, prepare gifts and assist with events.
• Track and order Name Plates and Name Tags for new or promoted Associates through the main office.
• Track and order Business Cards for all Associates through the main office.
• Coordinate with hiring managers and Staffing Specialist to complete onboarding procedures for new Associates including, but not limited to, submitting the I.T. Account Creation Form, setting up drug tests, and preparing welcome bags for new Associates.
• Match receipts to the Corporate AMEX Statement for the senior level management.
• Assist in overseeing general office operations while performing advanced, diversified and confidential administrative support to Colorado executive and senior-level management as well as other associates within the organization.
• Prepares correspondence and reports which may include responding to inquiries on behalf of the Colorado Executive or senior-level management.
• Explain policies and procedures to other parties based on knowledge of company and department guidelines.
• Proficient with calendar management in order to coordinate appointments and schedules of all associates.
• Oversees staff interactions and responds to their queries on office management issues as well as acting as a liaison between the department heads, executives, and external groups.
• Arranges travel processes, including flight, hotel bookings and car rentals for management.
• Prepares high quality presentations, reports, and other documents using word processing, spreadsheet and presentation software systems currently have in place. Some presentations may be confidential in nature.
• See to the special needs of the Colorado executive and senior-level managers and handle confidentially, matters that may be personal in nature.
• Oversee successful onboarding procedures for new Associates.
• Conduct New Hire Orientation for new Associates and ensure timely submission of new hire paperwork to HR.
• Assist Accounting personnel with tracking and ensuring invoices are distributed to correct project teams and processed within 48 hours.
• May prepare reports such as budget expenditures, statistical reports or performance measures.
• Prepare and/or track expense reports and invoices for Northern NV executive and senior-level…