Office Manager

3 weeks ago

santa clarita, United States Vallarta Supermarkets Full time

Title: Office Manager | Asset Protection & Security

Classification: Exempt

Reports To: Director | Asset Protection and Security


Job Description


Position Overview:

The Office Manager is responsible for all administrative duties that support the Asset Protection and Security teams in achieving company goals. Additionally, the Office Manager will assist the AP Director with project delivery support including technical writing, presentation set, and other projects as needed. The Office Manager is also responsible for the development, training, and performance management of a corporate administrative team that includes an Administrator, Coordinator, and Support Clerks who will directly report to the Office Manager.


Essential Responsibilities:

  • Review all department operation reports prior to submitting for approval to the Director of Asset Protection & Security and VP of Asset Protection & Security and/or other departments.
  • Supports department by maintaining filing systems (digital and paper) and assigning and monitoring clerical functions within the department.
  • Will ensure high office staff performance through coaching, counseling, and discipline, while also meticulously planning, monitoring, and appraising job results in line with company standards.
  • Receives, reviews, and approves or gets approvals for all department invoices, including managing third-party vendors scheduling services, placing orders, and paying for services rendered.
  • Maintains key and lock control system programs for all stores.
  • Oversee the maintenance of the Burglar Alarm Control program, making sure that service and invoices are followed up within business needs.
  • Coordinates communication between other company departments and Asset Protection & Security.
  • Work in collaboration with the Director of AP and Security and team members; and diligently follow up on tasks assigned to the Office Manager’s direct reports.
  • Responsible for making sure all department operational communications are distributed to management for awareness in a timely manner.
  • Determine the clearest and most effective way to produce high-quality documentation and presentations for intended audiences.
  • Maintain project plans by capturing task updates such as progress and completion dates, updating resources, or performing other directed updates.
  • Run department programs and small projects independently with minor oversight, once organizational knowledge and skills are established.
  • Experience in creating and developing strategic policies and providing outcomes.


Knowledge, Skills, and Abilities:

  • High confidentiality; must collaborate effectively with managers, as well as HR, Asset Protection/Security, IT, Legal, Operations, and Executives.
  • Excellent leadership, time management, and organizational skills.
  • Outstanding communication abilities including in person, in writing, over the phone, and virtual communications.
  • Fostering a culture of safety and security, we stand ready to respond to crises, maintain a strong safety environment, and plan crowd management to support our guests and team members.
  • Skills in interviewing, selecting, and talent management of hourly team members.
  • Writing/communication style to target corporate and store-level team members.
  • Strong written and verbal communication skills
  • Bilingual Spanish (fluent: read, write, and speak)
  • Excellent people skills and ability to influence others.
  • Previous success in office management
  • Consciously develop a culture of work that is compatible with Vallarta's core values.
  • Strong organizational skills
  • Proficient level in Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and Outlook
  • Technology savvy with an advanced to expert level understanding of current relevant workplace technology and the ability to adapt to changing and innovative technology products and features.
  • Type minimum 45 WPM
  • Flexibility in schedule to work extended hours, including some Saturdays, to complete the job.


Required Education and Experience:

  • Bachelor’s degree preferred, or equivalent combination of education, training, and experience.
  • Two plus years of management experience.
  • Previous technical writing experience is highly desired.
  • Understanding of the English language; read, write, and speak.
  • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.


Physical Demands

Will be required to spend long hours sitting and using office equipment and computers. Some travel and overnight stays from time to time. May also have to do some light lifting of supplies and materials from time to time. Manage several requests and situations at one time or simultaneously (multitask).


Position Type/Expected Hours of Work

This is a full-time exempt-level position; the schedule would be based on business necessity. Will be required to spend long hours sitting and using office equipment and computers. Monday to Friday (available to a flexible schedule based on needs). Commute to stores, as needed, to develop written policies and procedures. Flexibility in schedule to work extended hours, including some Saturdays, to complete the job.


This job description is not intended to be all-inclusive, and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives.

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