Office Manager

Office Manager

The purpose of the Office Manager is to oversee the assigned components of the company's daily operations to ensure that company processes and policies, as documented in the Employee Manual, are upheld. This individual also serves as the Executive Assistant to the company president, providing support and assistance related to company benefits, human resources or personnel, agreements and contracts with clients and vendors, coordination of meetings, contact with client prospects, etc.

Essential Duties and Responsibilities

• Receive packages for the President when they are not available or are not in the office at the time of delivery;
• Oversee maintenance and ongoing filing needs of WMG administrative records;
• Oversee maintenance and ongoing filing needs of HR/Personnel records;
• Monitor inventory of coffee and other kitchen supplies and facilitate procurement of supplies when inventory levels become low;
• Monitor inventory levels of general office supplies, copier and printer supplies (paper, toners, waste toners, and staples), and supplies related to the postage machine and place orders, when needed, to maintain minimum supply levels;
• Collect reports of needed maintenance and/or repair to copiers, printers, postage and folding machines, etc., and facilitate service calls and needed repairs to maintain functioning equipment;
• Collect reports of needed general office repairs and facilitate those repairs with vendors;
• Assist, when needed, with interviews and other components of the hiring process, including job postings, reviewing resumes, scheduling candidate interviews, submitting orders for background checks, etc.;
• Oversee the onboarding process for new employees and coordinate the schedule for their orientation and training;
• Oversee preparation and necessary organization of office for incoming and exiting employees;
• Update the spreadsheet that tracks existing staff names, positions, salaries, and bonuses;
• Update the spreadsheet that tracks existing staff birthdays and work anniversaries;
• Update the spreadsheet of WMG charges and reimbursable costs from the client when a signed management contract is received;
• Assist the Vice President of Accounting with completing the WMG Billing Process.
• Track and prepare a draft of renewal contracts between WMG and the client.
• Administer the Ramp.com platform for new, existing, and exiting employees and review/approve transactions and reimbursement requests;
• Administer the Vantaca.net platform for new, existing, and exiting employees;
• Collect requests from staff for support regarding the Vantaca software platform. Coordinate the necessary training or, when needed, submit a ticket or inquiry to Vantaca staff for support;
• Track, scan, and file all third-party vendor and service provider contracts held by Company. Ensure renewal contracts are received promptly for review and execution before expiration;
• Track, scan, and file all client contracts held by the Company and coordinate the preparation of renewal contracts with the President;
• Track and file the Periodic Report with the Colorado Secretary of State (SOS) and annual registration/renewal with the Department of Regulatory Agencies (DORA) on each of their respective websites for each WMG client;
• Receive and maintain all Management Plans prepared annually for each client by the respective manager;
• Oversee the process for ordering annual meeting notices for each client. This includes:
• Setup a spreadsheet to collect and house data points needed for proper tracking and facilitation of the process;
• Receipt of notice text;
• Approval of the proof; and
• Coordination with the vendor(s) for printing and mailing of the notice.
• Other duties as may be assigned.

Supervisory Duties

• Ensure that staff members follow all company policies per the Warren Management Employee Handbook and operational procedures as outlined in the Warren Management Playbook (operation manual);
• Train and develop staff in areas assigned for such. Create the training calendar for new staff members;
• Conduct one-on-one with each direct report monthly;
• Document matters of commendation as well as those which are disciplinary (or those which may become disciplinary. A poor attendance record or frequently calling out sick are good examples of this.) in nature;
• Draft employee action plans as needed, with support and assistance from Human Resources;

The following positions report directly to the Office Manager:

• Front Desk Receptionist

Knowledge, Skills, and Ability

• Must possess personal values which align with those of the Company: Transparency, Teamwork, Education, Communication, Ethics;
• Must possess a basic understanding of financial statements, risk management, human resources, facility management, operations, and planning;
• Demonstrated ability to make role-specific decisions, manage resources of the Company and lead those staff who report to this position;
• General knowledge of how community associations operate;
• Robust knowledge of operating a personal computer, the Microsoft Windows operating system, and Microsoft Office programs (namely: Word, Excel, Outlook, and PowerPoint);
• Proficient typing skills with a minimum of 40 words per minute;
• Skill in organizing resources and establishing priorities;
• Ability to work independently with the flexibility to work on several projects concurrently;
• Ability to maintain a strict level of confidentiality;
• Use of proper spoken and written communication of the English language, including spelling, grammar, and punctuation.

Education or Formal Training

• Minimum of a high school diploma or equivalent.
• Two years serving in a C-Suite supportive role is preferred; however, experience sufficient to successfully perform the essential job duties of the job as listed above may be considered.

Work Environment

This position operates in a professional office setting with the use of standard office equipment. Employees serving in this position will be issued a company-owned laptop computer.

Work is performed indoors nearly 100% of the time, except for an occasional errand for supplies or a meeting outside of the office.

Attendance at meetings with colleagues is expected to strategize or discuss a resolution to an issue or process.

The noise level of the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those required of an employee to successfully perform the essential duties of this job.

Nearly 100% of this position is performed while sitting. On occasion, duties of this position may require walking distances of less than ½ mile, lifting items weighing 15 to 20 pounds, and pushing items weighing 40 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the job.

Requests for consideration of reasonable accommodation should be addressed with Human Resources.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this job. This job description may also be amended or modified from time to time.