Office Manager

Office Manager: The Office Manager is responsible for the operations of the office(s) and overseeing administrative support by organizing and coordinating office administration and procedures to ensure organizational effectiveness, efficiency, and safety. This position reports directly to the Director of Corporate Operations.

Major Responsibilities:

Office Management Oversight

• Oversees the schedules and workflow of staff including Office Administrator(s) and Fleet Services Coordinator.
• Oversees the schedules and workflow of outside contractors, including Facility Management Contractor(s), Facility Maintenance Contractor(s), and IT Contractor(s).
• Provides daily oversight of all office needs.

Agreements

• Drafts new service contracts and addendums as directed by the CEO.
• Tracks all agreements and addendums from draft to full execution.
• Manages the maintenance of service contract binders.
• Maintains the Master Proposals list and associated electronic files.
• Coordinates and manages the semi-annual service contract audit.

Corporate/Facilities Budget

• Assists with ongoing tracking of expenses.
• Reviews corporate invoices, identifying discrepancies and opportunities for discounts and to ensure proper billing for approval by Director of Corporate Operations.

Community Relations

• Communicates with vendors, district constituents, property owners and builders and needed.

Facilities

• Oversees maintenance of buildings and grounds for the Loveland office.
• Conducts weekly property inspections of Loveland office (interior and exterior).
• Manages and facilitates ongoing maintenance for the Denver office.
• Maintains service provider contracts and relationships.
• Approves additions and changes to contracts as directed by the CEO or Director of Corporate Operations.
• Maintains the "Approved Vendors List."
• Coordinates and schedules special projects, capital improvements, and tenant finishes.
• Ensures facilities are maintained per the operations and maintenance schedule.

HR Orientation and Training for New Team Members

• Collaborates with Human Resources to assist with the administrative and logistical aspects of the onboarding process for new hires.

IT / Software

• Collaborates on special IT projects as required by Director of Corporate Operations.
• Collaborates with IT Contractors and the Director of Corporate Operations on asset management.

Marketing

• Assists the Director of Corporate Operations with strategic marketing initiatives.
• Updates company website monthly or as required.
• Assists in conducting an annual website audit.
• Coordinates technical changes and WordPress updates with contractors.

Purchasing: Equipment, Furniture & Fixtures

• Plans, purchases, and coordinates the assembly of office furniture, fixtures, vehicles, and large office equipment.

Service Contractor Agreements

• Maintains electronic and paper copies of agreements and addendums.
• Drafts, tracks, and maintains files for subcontractor work orders.
• Tracks service contractor agreements, insurance certificates, and W-9 records.
• Conducts an annual audit of all service contractor and subcontractor agreements.

Receptionist / Front Desk

• Ensures coverage for the Office Administrator(s) during unscheduled absences or when alternative coverage is unavailable.

Other Duties as Assigned

• May be assigned special projects throughout the year in conjunction with Company goals, objectives, and strategic initiatives.

Supervised by: Director of Corporate Operations

Qualifications:

To perform this job successfully, an individual must be able to perform each major responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

General Skills and Abilities:

• Proficiency in Microsoft Windows and Microsoft Office (Outlook, Word, Excel), along with relevant hardware and software.
• Professional appearance consistent with corporate standards.
• Knowledge of industry practices and terminology.
• Strong situational awareness and problem-solving skills.
• Ability to prioritize and manage multiple projects under shifting deadlines.
• High attention to detail and organization.
• Excellent communication and interpersonal skills.
• Ability to anticipate the needs of clients and team members.
• Ability to work effectively with deadlines and follow through on assignments.
• High level of integrity, dependability, and results-oriented approach.
• Ability to maintain confidentiality and negotiate effectively.

Language Skills:

• Ability to read, analyze, and interpret business documents and agreements.
• Strong business correspondence writing and presentation skills.
• Ability to effectively communicate with staff, directors, consultants, and external stakeholders.

Mathematical Skills:

• Ability to calculate figures and amounts for budgeting, service estimates, and database management.

Reasoning Ability:

• Ability to address practical problems and work with various employees, vendors, and consultants.
• Ability to interpret instructions presented in written, oral, or diagram form.

Education & Experience:

• A combination of education and experience that would provide the required skill and knowledge for successful performance will be considered. Typical qualifications are equivalent to:
• Associates Degree in business administration and 5 years of office management experience.

Equipment: Must be able to operate a computer, copier, telephone, and motor vehicle.

Physical Requirements:

• Primarily sedentary work (75% sitting at a desk, 25% walking or standing).
• Frequent need for bending, stooping, climbing stairs, reaching above shoulders.
• Regular use of writing/typing, grasping/turning, and fine motor skills.
• Frequent lifting of objects under 10 pounds.
• Vision and hearing requirements are necessary for reading documents and verbal communication.
• Regularly required to conduct property inspections.

Driving Requirements:

• Must possess a valid Colorado Driver's License and maintain a clean driving record.
• Must provide proof of liability and property damage insurance for vehicle use as needed.

Work Environment:

• Work is primarily in an office setting with moderate noise levels.
• Occasional early morning, evening, and weekend hours may be required.
• Minimal exposure to hazardous or mechanical environments.

Benefits Offered

Benefits:

401k Retirement Plan

Car Fleet for Business Use

Insurance:

Medical Insurance

• OAP Plans
• Traditional PPO Plans

Dental Insurance

Vision Insurance

Life and AD&D Insurance

Long Term Disability Insurance

Short Term Disability Insurance

Health Savings Account (H.S.A.)

Flexible Spending Accounts (F.S.A.: Medical, Limited, and Dependent Care)

Additional:

Paid Time Off

Holiday Time

Position Information

Location: Loveland, CO

Position Status: Full Time Employment

Job Category: Corporate Operations

Work Experience

Required: 5 years of office management experience

Preferred: A combination of education and experience that would provide the required skill and knowledge for successful performance will be considered

Education level Required: Associates Degree in business administration

Salary: $55,000 - $70,000

Closing Date: 02/24/2025