Office Manager

TITLE : Office Manager - Direct Hire! JOB SUMMARY : Primary duties are office operations management and provide administrative support to the company President.

Type : Direct Hire Location : Tempe, AZ Hours : 8 : 00 : 00 ; M-F Start Date : Upon passing background check Pay : $70K to $85K Benefits : Available after eligibility period 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-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 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!
4 days ago