Office Manager in Scottsdale, AZ at Pinnacle

Date Posted: 11/15/2019

Job Snapshot

Job Description

Location: Regional Office - Scottsdale, AZ

Job Summary:

The Office Manager is responsible for organizing and coordinating office operations, events, and procedures for the benefit and well-being of all team members.  The position works closely with building management, vendors, and all Regional Office team members, and may take direction from the Operations Manager or other senior management within their specific regional office.  The Office Manager exercises discretion and independent judgment as a team leader, while working collaboratively with the Administrative Team to execute department initiatives.  A successful Office Manager ensures the profitability targets of Pinnacle are achieved, and fosters healthy and productive relationships among department and company team members as well as clients.

 

 

ESSENTIAL FUNCTIONS:

The essential functions of the Office Manager support the Regional Office in each respective region.  The Office Manager will use sound judgment and due diligence in executing the following responsibilities:

Relationships

  • Manages day-to-day operations for the Regional Office including, but not limited to, office appearance and maintenance, office security access, errands, procurement, maintaining personnel records, filing, storage administration, and inventory control.
  • Cultivates a positive and gratifying work environment for all team members by coordinating programs that enhance team member learning, wellness and camaraderie.  Promotes team member engagement at all levels.
  • Provides administrative support to the Operations Manager as well as other Regional Office team members as needed.
  • Acts as an ambassador representing the Regional Office when hosting or communicating with clients, business partners, vendors, building management, prospective new hires, Pinnacle team members, and other guests.  Builds, develops, and grows any business relationship vital to the success of the company.
  • Oversees the Receptionist position which includes direct supervision of the Receptionist and facilitation of front desk coverage in the absence of the Receptionist.  Oversees other administrative staff as designated.
  • Acquires resources and coordinates efforts among Regional Office team members and vendors in order to execute events or projects according to plan.
  • Communicates any updates, changes, or delays relating to operations, projects, and events with all applicable Regional Office team members.
  • Collaborates with various Pinnacle department heads as needed in the development and implementation of office policies.
  • Meets with the Receptionist at least monthly to discuss performance, goal achievement, and challenges.
  • Recognizes and rewards right behavior in others and addresses inappropriate behavior or ethical breaches.
  • Meets with the Operations Manager at least bi-weekly to discuss project initiatives, event planning, department issues, and any other material topics.
  • Provides administrative support for all aspects of recruiting, hiring, training, development, and coaching as needed.
  • Performs the duties of administrative support team members (in their absence), as necessary.
  • Exercises professionalism and uses caution when engaging team members or other business associates during business hours, company-sponsored events, and personal time.

Reporting

  • Supports and enforces company and accounting policies as well as all applicable federal, state and local statutes and regulations.
  • Processes expense reports and other payables as required.
  • Manages petty cash or other cash funding as needed by performing disbursements, record keeping, and any required reconciliations. 
  • Assists annually in the preparation of the department budget.
  • Achieves high productivity through reliable and punctual attendance, and timely reports any tardiness, attendance issues and disciplinary issues of direct reports to immediate supervisor.
  • Performs special projects and research as assigned.

Profitability

  • Supports and enforces internal controls established by the department and company, and discloses any weaknesses relating to such controls or the lack thereof.
  • Promotes and applies quality measures and standards within all areas of responsibility to support the company’s mission, vision, and core values, and instills such standards among team members.
  • Manages event and project execution to ensure adherence to budget, schedule, and scope.
  • Achieves cost containment or reduction when possible by controlling office supply inventory, performing cost comparisons on prospective purchases, rebidding contracts regularly, and complying with budget guidelines. 
  • Collects and records incoming proceeds relating to fundraising, vending, and bill backs, and distributes such funds as required.
  • Reviews the Administrative team’s timekeeping records to ensure accuracy, reasonableness, and minimal overtime.
  • Continually seeks to identify innovative strategies for increasing department efficiencies and reducing expenses.
  • Engages Human Resources, Risk Management, and Legal to protect the interests of the firm related to all potential or actual litigation against Pinnacle.
 

Job Requirements

SKILLS AND ABILITY:

Technical

  • An analytical background with a basic knowledge of accounting principles.
  • A thorough knowledge of the procurement of supplies and services, with the ability to effectively control costs.
  • A functional understanding of current accounting software products, administrative applications, Microsoft Office products, as well as a basic knowledge of database products.  

Leadership

  • Consistently exhibits strong ethics, executive presence, professionalism, and confidence, as well as a positive attitude toward company, department, and team members.
  • Ability to effectively manage multiple projects, events, and people, and coordinate efforts among team members to meet department objectives.
  • Inclination to delegate and assign tasks or workload to challenge or stretch individual skills and engage employees fully.
  • Strong interpersonal skills to successfully inspire, motivate, empower and lead direct or indirect reports in alignment with the mission, vision, and core values of the company and department.
  • Ability to provide professional support for multiple departments and cultivate value, trust, and positive relations among team members.
  • Skilled at formal and informal training and coaching others for professional growth.
  • Aptitude to recognize strengths, challenges, diversity and emotional states of others and self, and effectively manage with consideration and sensitivity to such factors.
  • Capacity to understand and resolve conflicts by utilizing varying approaches including accommodation, assertiveness, or compromise, while displaying impartiality to all team members.
  • Flexibility to modify or shift behavior as situations or objectives evolve, while exhibiting focus and positivity amidst change or under pressure.
  • Ability to maintain a high level of confidentiality and accountability.   

Cognitive

  • Effective critical thinking and problem-solving skills, with ability to produce prompt resolutions.
  • Ability to prioritize and focus on critical tasks as well as shift focus or multitask when appropriate.
  • Capable of working within a fast-paced, deadline driven environment.

Communication/Interpersonal

  • Ability to discover, understand and meet the needs of clients in a timely manner.
  • Basic knowledge of human resources and related reporting.
  • Exceptional hospitality and customer service skills.
  • Integrity and objectivity in performing assigned duties.
  • Clear and concise written and verbal communication skills.
  • Diplomacy to develop and preserve positive relations with clients, business partners, vendors, guests, and team members.

 

 

 

EDUCATION /EXPERIENCE:

  • Bachelor’s degree in Business Administration or other comparable business-related degree
  • Minimum four years of experience in office management or hospitality management, or an equivalent combination of experience in these areas

 

SUPERVISORY RESPONSIBILITIES:

The Office Manager is responsible for supervising the Receptionist and other administrative staff as designated.  The above-listed essential functions represent the leadership, managerial and supervisory roles of this position.

 

PHYSICAL DEMANDS:

The physical demands described are representative of those that must be met by a team member to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The work is described as light in physical demand.  Requirements include the ability to frequently sit, stand, walk, and reach forward and overhead, finger, and grasp.  Must be able to occasionally bend, crouch, or stoop.  Must be able to lift and carry up to 25 pounds.  Must have close and distance vision as well as the ability to adjust focus.

 

Must be able to travel independently.

 

WORKING CONDITIONS:

Normal office work environment with little or no exposure to undesirable elements.

 

TRAVEL:

Travel for events, projects and meetings within a given region may be required.