Office Manager

Position Summary Pacific West is seeking a highly organized, detail-oriented, and service-focused Office Manager to support our Gilbert, Arizona headquarters. This position serves as the front desk and central coordination point for multiple departments, ensuring employees, managers, and new hires have the tools, access, supplies, information, and support needed to perform their jobs effectively. The Office Manager plays a critical role in supporting office operations, HR, onboarding, offboarding, IT coordination, system access management, expense tracking, vendor communication, and employee support across multiple office locations. This role requires strong organizational skills, attention to detail, cost awareness, confidentiality, technical aptitude, bilingual communication abilities when needed, and the flexibility to adjust quickly as priorities and business needs change. The ideal candidate is proactive, resourceful, customer-service oriented, and comfortable working with Human Resources, Accounting, IT, Operations, Safety, Fleet, vendors, managers, employees, and new hires to keep daily business processes moving efficiently. Essential Duties and Responsibilities Front Desk & Office Administration Serve as the primary point of contact for visitors, vendors, applicants, and employees entering the office. Answer incoming calls, direct inquiries appropriately, and follow up on missed calls received through Horizon notifications. Maintain a professional, welcoming, and organized office environment. Assist coworkers with office-related questions, supply requests, access needs, and general administrative support. Maintain office common areas, including kitchen, conference rooms, break areas, and shared workspaces. Coordinate with building management and maintenance vendors regarding repairs, facility issues, office access concerns, and general office needs. Issue building access credentials including key cards, fingerprint, mobile access applications, and entry codes. Order office supplies and ensure adequate inventory levels are maintained. Track inventory for office supplies, new hire materials, technical equipment, and other operational needs. Prepare workstations, offices, and work areas for new hires. Pick up, sort, distribute, and process incoming and outgoing mail and packages. Scan and forward checks and other financial documents to Accounting as needed. Coordinate shipping and delivery of new hire packages, IT equipment, company documents, checks, and other business materials. Support remote offices and field locations by coordinating shipment, tracking, and delivery of equipment and supplies. Ensure office security procedures are followed, including securing doors and office areas at the end of each business day. Purchasing, Expense Tracking & Cost Control Submit business-related purchases through approved company purchasing and payment processes. Track and reconcile credit transactions specific to this role, ensuring receipts, approvals, and supporting documentation are complete and accurate. Assist with company cost-control efforts by preventing duplicate purchases and validating business need prior to ordering. Coordinate vendor communication related to office, technology, and administrative services. Human Resources & Employee Support Assist HR with employee communications, and new hire preparation. Support onboarding activities by coordinating equipment, office access, badges, system access, and workspace setup. Assist with employee offboarding by coordinating return of equipment, deactivation of access, and administrative closeout activities. Maintain confidentiality of employee, payroll, personnel, and company information at all times. Provide general administrative support for HR initiatives, meetings, training programs, and employee events. IT & Technology Coordination Serve as the primary internal liaison with TeamLogic and other technology vendors for escalated support issues, urgent requests, pending tickets, and system-related concerns. Create, modify, and deactivate user accounts as employees are hired, transferred, or separated. Assign and maintain user permissions, subscriptions, licenses, and system access based on role and department requirements. Coordinate with vendors and technical support teams to resolve account issues, licensing concerns, access problems, and device-related issues. Support onboarding and offboarding by ensuring technology access is established and removed in a timely manner. Maintain organized records of employee system access, software assignments, device inventories, and licensing information. Process technology-related purchases, subscriptions, and recurring software charges through approved company purchasing procedures. Monitor Microsoft licensing requests and other recurring software needs. Configure, wipe, deploy, and prepare laptops, iPads, mobile devices, and other company equipment. Order and maintain inventory of technical equipment, accessories, and related supplies. Support employee access and setup for systems Partner with departments to ensure employees have the proper devices, system access, software licenses, and technical resources required to perform their jobs effectively. Qualifications Education & Experience Associate degree preferred; equivalent work experience considered. Minimum 3-5 years of experience in office administration, office management, executive support, IT coordination, or related roles. Experience supporting multiple departments and managing competing priorities. Experience with expense tracking, vendor coordination, and administrative operations. Experience supporting employee onboarding and offboarding preferred. Knowledge, Skills & Abilities Exceptional organizational and time management skills. Strong attention to detail and follow-through. Ability to maintain confidentiality and handle sensitive information appropriately. Strong customer service and interpersonal communication skills. Ability to communicate professionally with employees at all levels of the organization. Bilingual English/Spanish communication skills preferred. Strong problem-solving and troubleshooting abilities. Ability to adapt quickly in a fast-paced, changing environment. Strong cost-awareness and sound business judgment. Proficiency in Microsoft Office Suite, Microsoft 365, and business software platforms. Ability to learn and navigate multiple systems and technology platforms. Why Join Pacific West? At Pacific West, our people are our most important asset. The Office Manager plays a vital role in supporting employees across the organization and helping ensure the systems, resources, and support structures are in place for our teams to succeed. This position offers the opportunity to work closely with leadership and make a meaningful impact across multiple departments and locations. Pay: $65,000.00 - $75,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Professional development assistance Vision insurance Work Location: In person #J-18808-Ljbffr Socket.dev