Office Manager - ARVADA, COLORADO

Office Manager Arvada, CO

The Office Manager is responsible for overseeing daily administrative operations, managing compliance-related documentation, coordinating logistical support for field operations, and maintaining accurate records across departments. This role requires strong organizational skills, proficiency with internal systems, and the ability to support both internal teams and external service partners.

Must be able to work 7am 4pm, Monday Friday with occasional overtime.

Pay and Benefits

The starting pay range is $25 - $30 per hour. We offer benefits including Medical, Dental, Vision, 401(k), PTO, and more.

Must be able to pass pre-employment background and drug screen.

Key Responsibilities

Administrative Operations & Documentation

- Process, verify, organize paperwork for main office and digitize all incoming paperwork to ensure accuracy, completeness, and proper daily paper and electronic filings.

- Maintain digital and physical filing systems in accordance with company standards.

- Coordinate monthly document audits and end-of-year archiving.

- Prepare meeting agendas and materials; compile and distribute reports as required.

Program Compliance & Data Management

- Administer and maintain the grease trap inspection program, ensuring monthly compliance with district-specific regulations.

- Organize and track inspection reports; scan and e-file physical documentation as needed.

Procurement & Resource Management

- Manage procurement and inventory of office and field supplies, including truck stock and maintenance items.

- Monitor office equipment and building facilities; liaise with building owners and service providers for maintenance and repairs.

Financial Support & Recordkeeping

- Manage petty cash usage, ensuring accurate disbursement and logging of transactions.

- Collect and process receipts in accordance with company finance protocols.

- Support invoice preparation and expense tracking.

Team & Facilities Support

- Provide general office support including call/email handling, document requests, and facility upkeep.

- Assist in planning and hosting internal events, including providing meals for in-house training sessions.

- Coordinate weekly technician center visits and maintain communication with other office locations regarding employee absences or logistical needs.

Special Projects & Support

- Support senior staff with ad-hoc operational needs such as:

- Vehicle logistics (towing, repairs, pickups).

- Auto body shop coordination.

- Special order sourcing.

- Retrieval of archived files and research assistance.

Field Operations & Locator Ticket Management

- Utilize Norfield Locator Login system to:

- Create and manage user accounts.

- Troubleshoot issues and communicate with Norfield support.

- Submit and clear utility locate tickets across all service districts.

- Coordinate with field technicians for on-site ticket completion and proper scanning and documentation of site meets.

Additional Duties

- Develop, implement, and improve office procedures and workflows in coordination with management.

- Prepare and update on-call schedules.

- Monitor monthly meter readings and report to the main office.

- Maintain vehicle records and support scheduling for company vehicles.

- Other duties assigned by Management.

Experience, Knowledge, Skills and Abilities Required

1. Experience required - Minimum 3 years in a Office Manager role.
2. Valid state-issued Class C drivers license
3. General computer knowledge; good working knowledge of MS Outlook, Microsoft Word and Excel.
4. Excellent team-working and communications skills to enable effective interaction with all personnel and Management.
5. Must possess good verbal, written and interpersonal skills to effectively communicate with coworkers and supervisors. Ability to exchange or convey information and to receive work directions.
6. Physical: Body Movements: Use of hands, eyes, arms and voice. Must be able to lift, push, and pull up to 40 pounds on a regular basis.
7. Mental: Language ability includes reading, writing, spelling, and the ability to communicate clearly on business topics in English.