Office Manager

2 weeks ago

Tempe, United States Accurate Placement Full time

Details:

TITLE: Office Manager / Executive Assistant - Direct hire position for a design company located in Tempe, AZ.

JOB SUMMARY: Primary duties are office operations management and providing administrative support to the company President.

Type: Direct Hire
Location: Tempe, AZ
Hours: We have 2 options for working schedule (one hour lunch):
* Monday through Friday 8am-5pm
* Monday through Thursday 7:30am-5:30pm or 8am-6pm and half day Friday 8am-12pm
Start Date: Upon passing background check
Pay: $70K to $85K
Benefits: Medical, Dental, Vision, Long & Short Term Disability, Life Insurance, 401k with 4% company match. Vacation, Sick, and holiday pay.

RESPONSIBILITIES

Duties for President:

  • Maintain and manage the President's calendar.
  • Schedule meetings, appointments, annual reviews, job interviews, and events.
  • Prioritize and coordinate commitments to optimize the President's workload effectively.
  • Anticipate and proactively address potential scheduling conflicts or issues.
  • Attend meetings with the President, taking accurate minutes and distributing summaries and action items.
  • Follow up on action items to ensure timely completion.
  • Coordinate travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries for President.
  • Ensure President has all necessary documentation and resources for trips.
  • Assist in coordinating and managing special projects as assigned by the President.
  • Be prepared to handle urgent matters and crises, providing support and assistance as needed.
  • Ensure President has all necessary documentation and resources for trips.
  • Maintain and organize important documents, reports, and files, both in physical and digital formats.
  • Assist in project coordination, tracking tasks, deadlines, and deliverables.
  • Compile and analyze data and create reports as needed.
  • Proactively identify and address administrative and operational issues that may impact the President's productivity.
  • Maintain the highest level of confidentiality.
  • Schedule and assist in preparing materials for business retreats.
  • Follow up on action items to ensure timely completion.
  • Assist Accounting Manager/Controller with holiday gift list and maintenance of Vantagepoint CRM

Other Duties:

* Coordinates with building maintenance, janitorial, plant services, and copier machines.
* Schedules Quarterly Teambuilding and Business Retreat events.
* Coordinate monthly luncheons.
* Update & maintain employee phone list/extensions, reprogram phones/extensions.
* Coordinates employee birthdays and new employee orientation
* Coordinate annual license renewal/payment, of professional licenses, DBE re-certifications, track, maintain, and schedule Continuing Education credits, log hours, research applicable courses.
* Assist and research planning of Annual Holiday Party.
* Enter vendor invoices after Accounting Manager/Controller review.
* Assist in preparation of sub-consultant agreements, coordinate with Project Manager and/or Senior Management.
* Maintain vendor insurance certificates, and request certificates of insurance for new projects.
* Enter house expenses: postage, CD's, flash drives, special printing or other reimbursable costs.
* Assist in any ad-hoc duties, projects, and activities as and when required.
* Mail - receives, sorts, and routes mail, coordinates/assists with outgoing mail & FedEx.
* Restock paper in all copiers: daily, fill snack dispensers, maintain supplies, snacks
* Maintain cleanliness of the kitchen, coffee machine and conference rooms

REQUIREMENTS
* Proven office management skills
* Strong Word, Excel and Outlook ability
* Ability to assist with project management
* Strong written and verbal communication skills
* Organized with the ability to multitask
* Strong interpersonal skills to interact positively with clients and co-workers
* Attention to detail to ensure tasks are completed thoroughly and correctly
* BACKGROUND CHECK REQUIRED

Job Requirements

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