ABOUT THE TEPA COMPANIES

The Tepa Companies are wholly owned subsidiaries of the Paskenta Band of Nomlaki Indians. They deliver comprehensive and sustainable solutions to federal, state, local and private-sector clients throughout the United States. The tribally owned companies work independently and collaboratively to provide wide-ranging construction, engineering, environmental, industrial, staffing and technology services. Established in 2005, the Tepa Companies employ people in offices across the United States, including California, Colorado, Florida, Georgia, Missouri, and Texas.

When you join Tepa Companies, you have the opportunity to expand your entrepreneurial skill set while growing professionally alongside the best in the industry. You will have the opportunity to impact your team, the organization as a whole and subsequently, our Tribe.

We seek out top talent to provide the best services for our clients. We focus on being a responsible company for our employees and their families by creating a culture that reflects our core values and offering competitive pay and benefits packages. Tepa Companies is an equal opportunity employer and encourages diversity in the workforce.

LOCATION - Hybrid

We understand that life happens and strive to make it easier for employees to juggle work, family and life demands so they can define what fulfillment means to them. As part of our investment in our employees, this role is eligible to participate in Tepa’s Hybrid, which allows remote work up to 2 days per week (i.e., work remotely up to 2 days per week; work in-office at least 3 days per week).

ABOUT THE JOB

Tepa Companies are seeking a Office Manager to oversee the reception area and coordinates all front desk and office-related duties and activities. As Office Manager, you will be the first point of contact for our company, answering calls and welcoming all guests of the office. You will also work closely with multiple internal departments, including Executive Leadership, Human Resources, Finance, and Operations. You will be responsible for accomplishing or coordinating the day-to-day operations and maintenance of the office, as well as stocking and maintaining all kitchens, supply areas, and common office space.

Job responsibilities include:

• Welcome all incoming office guests in a professional and courteous manner and coordinate connection and hospitality service with applicable employee(s)
• Answer, screen and forward incoming phone calls
• Point person for building maintenance, parking validation, monthly parking and access badges, etc.
• Responsible for incoming and outgoing mail and packages/shipping
• Manage inventory, ordering, and stocking of office supplies, including supplies for kitchens and break rooms
• Keep reception area, kitchens, break rooms, and common areas stocked, orderly, and presentable, including sinks, dishwashers, refrigerators, microwaves, recycling, etc.
• Coordinate with IT to maintain office printers, including scheduling repairs/maintenance, inventories, and instructions, and ensuring all printers are stocked daily with paper and toner as needed
• Perform general administrative duties, including making calls, taking notes, scheduling appointments, tracking budgets, filing, organizing, drafting correspondence, typing, scanning, faxing, data entry, and other clerical and administrative tasks as requested
• Manage company facilities, including applicable vendor contracts and relations, office functions, and services
• Oversee adherence to facility-related policies and procedures
• Schedule meetings and manage travel itineraries for Executive and Senior Leadership as needed
• Arrange corporate events to take place inside or outside the workplace, such as Senior Leadership meetings, office parties/gatherings, and the annual holiday party
• Coordinate all meeting/employee event details for the regional office, including venues, food, dates, reminders for staff, contracts, payment arrangements, etc.
• Assist Executive Leadership with special projects as assigned, including organization and preparation of schedules, agendas, Power Point slide decks, meeting rooms, and other details as necessary for board meetings and senior leadership meetings
• Assist with executive timesheets and expense reports
• Report to the assigned office during office hours Monday – Friday unless other arrangements are made, taking point on opening all doors, turning on lights, TVs, etc.
• Responsible for maintaining Kansas City fleet vehicle tracking spreadsheet and coordinating with the Corporate Fleet and Facilities Manager to ensure regular maintenance of all Kansas City fleet vehicles
• Track all requests for repairs and maintenance of fleet vehicles, and obtain appropriate approvals
• Process and file invoices
• May train and supervise other administrative and/or clerical staff
• Maintain a notary license
• Assist with other miscellaneous projects as assigned

WHAT WE’RE LOOKING FOR

• High school diploma
• 5 years of experience in office management or related field
• Post-secondary education in business, computers, or office management preferred but not required
• Extremely proficient with Microsoft office suite or similar software and ability to learn new or updated software
• Ability to be resourceful and proactive in dealing with issues that may arise
• Exceptional customer service skills and professional phone etiquette
• Ability to organize, multitask, prioritize, meet deadlines, and work under pressure
• Strong organizational, written communication and verbal communication skills
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Able to type a minimum of 50 words per minute