Office Manager

Office Manager

FLSA Classification:  NON-EXEMPT

Position Type: Part-Time Hourly

Location:  Missoula, MT

Position Summary:

The Office Manager will oversee the general administrative function and activities of the office and handle project documentation and correspondence in support of Executives/Owners, if needed.

The associate/employee in this position is required to manage the daily functions of the office so supplies are stocked, new employees have the equipment and materials set up and ready (this is achieved by working with and turning over necessary tasks to HR and IT), and ensure employees do not run out of or must obtain supplies on an emergency basis. The associate in this position will be responsible for making sure other associates have a desk to work at, a clean carpet to walk on, clean counter and meeting space, and a pleasant front office.

The other major role of this job is to work with all members of the leadership team to help keep them organized, on schedule, and supporting them in logistics, planning, and project administration to maintain the rhythm of the business.

Essential Job Functions

• Perform general administrative duties such as but not limited to; filing, photocopying, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.
• Exhibits polite and professional communications via phone, email, TEAMS, and mail.
• Provides information by answering questions and requests.
• Coordinates logistics as needed in the office, including maintenance of the working environment, shopping, cleaning (including but not limited to vacuuming, washing dishes, cleaning coffee pot and kitchen area, emptying waste baskets throughout the office), and maintaining all aspects of the office environment.
• Checks Google reviews at least once per week making sure every review gets a response and flagging reviews that raise fair housing, safety, or compliance concerns for leadership 
• Ensure that office budget is adhered to and communicate any potential needs to spend more.
• Make sure the front desk is covered each day.
• Coordination of office activities such as staff get togethers, happy hours, retreats, holiday parties, and wellness programs, etc.
• 
  Coordination of company vehicles for visiting staff.
  
• Constantly evaluating improvements to office culture and efficiency. Evaluate, recommend, and develop process improvements to ensure controls and department/office efficiency.
• Facilitates maintenance and repairs of office building by coordinating with the owner and vendors.
• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs of copy machine, appliances, and other office utilities.
• Manage maintenance of company vehicles including oil changes, key air tags and repairs.
• Maintains inventory of office supplies; orders new supplies as needed.
• Maintains office files; implements an efficient system for other staff to access any hard copy files and records.
• Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
• Answer and direct phone calls or take messages for appropriate parties.

Correspondence and Mail Services

• Shipping and receiving. Preparing plans and specifications for pickup/shipment.  Collects and distributes daily mail from USPS, Fed Ex, UPS, and other vendors.  Make sure mail from the various offices gets distributed quickly and no time sensitive materials are delayed.
• Keep up with change of addresses and mail getting to locations during construction and address changes.
• Perform frequent trips to the bank to make deposits.

Executive Support

• Provides clerical support when needed to assist Executive Team with assigned administrative duties such as answering phones, sorting, and preparing documents.
• Keep Executives informed of your schedule and availability

Meetings

• Prepare for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
• Coordinate and set up internal office meetings when a projector and computer are used and a number of staff are attending.  This would include but not be limited to the Thursday Construction meeting.
• Other meetings might include sessions between Asset Management and Development or other departments.  Work with Executives to schedule and prepare any meetings they may have a need for, both external and internal.
• Be the go-to person for understanding and setting up meeting equipment.

Position Preferred Qualifications

• Demonstrate strong ability to work as part of a team.
• Be a motivated, self-starter, must be driven and want to lead initiatives with strong follow-through on task completion.
• Demonstrate strong knowledge, education, and understanding of property management policies and practices.
• Ability to work in a highly dynamic environment with constantly shifting priorities and high level of ambiguity.
• Have your Notary license or be willing to obtain it.
• Proven strength in exercising sound judgment consistently and predictably.
• Ability to handle stressful situations and possess skills in identifying workable solutions.
• Ability to use a high-level of discretion and maintain absolute confidentiality.
• Ability to work independently without direct supervision.
• Exceptional customer service including excellent interactive skills, problem-solving, emotional intelligence, and follow-up.
• Experience working in a busy and dynamic office environment as well as dealing with remote-working arrangements.

Required Qualifications.

• High School Diploma or Equivalent
• 1-2 years of experience providing administrative support preferably in housing and construction industry
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• General basic knowledge of and ability to learn project and office management software
• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines
• Excellent and effective oral and written communication skills.
• Strong organizational skills and keen attention to detail.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)

• Experience with TEAMS

Driving responsibilities require candidates to meet the following minimum driver qualifications: 

• A valid driver's license
  

Equipment Used 

 Computer, printer, general office equipment

Salary : $17 - $20