Office Manager

Description

• Prepare and/or track expense reports and invoices for Northern NV executive and senior-level management.
• Oversee successful onboarding procedures for new Associates.
• Prepares correspondence and reports which may include responding to inquiries on behalf of the Colorado Executive or senior-level management.
• Order all kitchen and cleaning supplies, paper products and Front-end office supplies.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Receive and announce all company guests.
• Assist Accounting personnel with tracking and ensuring invoices are distributed to correct project teams and processed within 48 hours.
• Match receipts to the Corporate AMEX Statement for the senior level management.
• Check daily voicemail messages.
• Prepare UPS and FedEx shipping labels for Associates as needed. Call for Pick-up.
• Receive and distribute all incoming packages immediately upon arrival.
• 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.
• 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.
• Track and order Name Plates and Name Tags for new or promoted Associates through the main office.
• Arranges travel processes, including flight, hotel bookings and car rentals for management.
• May be asked to coordinate or direct the work of other personnel and/or train others.
• Explain policies and procedures to other parties based on knowledge of company and department guidelines.
• 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.
• Receive, sort, open, date stamp, and distribute all incoming mail.
• May prepare reports such as budget expenditures, statistical reports or performance measures.
• Communicate clearly and effectively with all associates regarding changes, updates and enterprise affecting items.
• Assist in updating and maintaining completed and current project information spreadsheets in shared drive.
• Community Outreach – Track volunteers, prepare gifts and assist with events.
• Assist various departments, i.e., creating spreadsheets, reviewing emails, stuffing envelopes, shredding, setting up binder books, correspondence, etc.
• Maintain associate contact list for the Colorado office.
• Track and maintain Colorado office events calendar.
• Train back-up staff on phone and front-end duties.
• Set up conference room bookings as requested.
• Answer incoming phone calls.
• Cost comparison tracking for office supplies & services.
• 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.
• Conduct New Hire Orientation for new Associates and ensure timely submission of new hire paperwork to HR.
• Call for service on cleaning services.

Requirements

• Professional in appearance – see Dress Code Policy
• Must have excellent verbal and written communication skills, organizational and time management skills and analytical abilities.
• Must be a Self-Starter with demonstrated ability to maintain accountability, manage multiple priorities, and work independently while functioning as part of a cooperative team.
• Proficient with calendar management in order to coordinate appointments and schedules of all associates.
• Professional vocal qualities (pitch, volume, and pace variability) are required.
• This position requires a physical lifting capability of 10-50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.
• Be proficient with Microsoft Office Suite, Outlook, and Internet. Experience with Sage/Timberline a plus.
• Ability to plan and organize meetings including off-site locations, agenda planning and management, event and meeting planning and logistics.
• Ability to mentor, inspire, and motivate other associates.
• Should have at least five years of high-level administrative and office management experience..
• Willing to learn MHC procedures and be a member of the overall MHC team.
• Willing to work as a team member to assist the team in critical deadlines and tasks.

Benefits

• Paid Time Off (PTO)
• Track received company gifts and send appropriate Thank-you’s.
• Vision Insurance
• Supplemental Insurance
• 401(k) with company match
• Long-term and Short-term Disability Insurance
• Dental Insurance
• Parental Leave
• Medical Insurance
• Paid Holidays
• Life Insurance

Training + Development

Interview process

Visa Sponsorship

Security clearance