Office Manager in Scottsdale, AZ at Pinnacle

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.