Office Manager
Description
The PENTA Building Group is searching for an Office Manager to join our team in Phoenix, Arizona! The Office Manager will be primarily responsible for greeting, coordinating, and directing in-person and phone traffic for the Arizona main office as well as managing all regional Arizona events. The AZ Office Coordinator provides administrative support to the Arizona region and Corporate Services Team.
At PENTA, the Arizona Office Manager is responsible for:
- Answering phones and screening and directing calls. Providing backup assistance in answering phones from other regions and directing calls to appropriate recipients.
- Greeting customers, visitors, vendors, and employees who visit or enter the Arizona main office in a professional and welcoming manner.
- Collaborating with the Executive Assistant and Director of Business Development to track and coordinate the events calendar aligned with business objectives, ensuring key regional Arizona events are on the company events calendar.
- Assisting with planning, managing, and executing all regional Arizona office, team, and industry events.
- Events include, but are not limited to, the Annual Arizona Safety Kick-Off, quarterly Town Hall Viewing Parties, PENTA C.A.R.E.S charity events, golf tournaments, office happy hours, and the office holiday party.
- Managing and executing Banquet Event Orders (BOEs), negotiating contracts, and resolving conflicts to ensure smooth collaboration and to confirm the contract aligns with what was agreed to.
- Obtaining the necessary insurance certificates needed for events/venues. Ensuring company policies are maintained and safety requirements are being met.
- Creating strong working relationships with vendors and venues.
- Managing and overseeing events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, organizing vendors, and managing take-down.
- Collaborating with Marketing and Human Resources Departments on promotional material and décor for events.
- Overseeing the distribution of all incoming mail. Preparing outgoing packages for UPS, FedEx, and U.S. Mail.
- Overseeing the mail room and lobby of the office. Keep the spaces looking clean, organized, and professional. Working with department managers and jobsite teams on timely receiving of packages to prevent cluttering in the lobby.
- Administering key distribution and Security Code list for Arizona Main Office.
- Logging all office key distributions as an asset in Vista.
- Managing facility issues and coordinating with service providers to maintain the Arizona regional office buildings.
- Ordering groceries and supplies for Arizona main office to ensure that items are stored, stocked, and/or delivered to Arizona jobsites.
- Ordering meals and organizing catering for meetings, events, and training hosted in the Arizona main office.
- Decorating the Arizona main office lobby for holidays and special events.
- Reviewing conference room schedules to ensure that rooms are reserved and not double-booked.
- Sending Thank You cards for corporate gifts. Assisting with Christmas cards by providing address lists and mailing upon request.
- Maintaining inventory of Arizona marketing, recruiting, and new hire swag for both PENTA and All 5’s.
- Providing administrative support to the Corporate Services Team as required.
- Obtaining temporary coverage for the front desk during scheduled vacations or a leave of absence.
- Performing special assignments for other departments as needed.
We trust that you have:
- 2 to 3 years of related administration experience.
- Minimum of 1-2 years of experience planning, managing, and executing events.
- Computer proficiency and technical aptitude with the ability to use Microsoft products and other software.
- Strong organizational and time management skills.
- Ability to act with integrity, professionalism, and maintain confidentiality.
- Excellent verbal and written communication and interpersonal skills.