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Office Manager

Corporate | Walnut Creek, CA | Full Time

Job Description

Office Manager

This is an exciting opportunity to join a leader in property management and hotel management.  Hall Equities Group is a small, private family business with over 50 years of experience, with diversified holdings in 16 states, ranging from hotels to waterparks, to industrial complexes, self-storage, shopping centers, and apartment buildings.  We are looking for an Office Manager to be based in Walnut Creek. If you have relevant experience and know how to keep internal and external customers satisfied, we encourage you to apply.  This is the place to grow your career!

The purpose of this job description is to communicate the responsibilities and duties associated with the position of Office Manager. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties may not be specifically addressed.  Our company emphasizes a TEAM APPROACH and expects every person to perform any reasonable task or request that is consistent with fulfilling company objectives.

It is imperative that you review these duties, skills and physical requirements closely and that you understand that, by reviewing the Job Description, you are verifying that you can perform all the duties, have the skills and possess the physical abilities that are necessary to perform the job as described. All employees of Hall Equities Group are required to conduct all business in accordance with company policies and procedures.

 

SUMMARY

The Office Manager position is responsible for overall front office activities, including the reception area, mail, large purchasing requests, and facilities services. Also, responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

DUTIES AND RESPONSIBILITIES

  • Welcome guests to office.

    • Coordinate meeting space and maintain conference room schedules.

    • Provide coffee, water, and/or tea.

    • Order lunch or pastries for larger meetings which may occasionally involve picking up the items.

  • Answer phones in a timely manner and properly direct calls to appropriate personnel.

  • Open and accurately distribute mail. The Office Manager is responsible for ensuring that all mail is date stamped and delivered to the appropriate person or party.

  • Process outgoing mail. This includes preparation of USPS envelopes, certified mail, and overnight mail.

    • Reconcile the UPS bill.

  • Letter creation. From time to time, this position may require typing of hand-written letters.

  • Update company lists:

    • Corporate staff phone list

    • Answering service notification list.

    • Christmas card contact list.

  • Manage office supplies and furniture – ensure supplies do not run out, and place orders as necessary. This includes keeping within budget while still ordering quality products.

  • Keep all conference rooms clean and organized.

  • Manage the copiers and fax machines. This includes coordination of repairs as needed.

  • Understand how to operate all office equipment.

  • Manage phone system, including calling for repairs and replacements.

    • Assist with setting up new phones.

  • Filing and file creation

    • Lease files, vendor files, due diligence files, etc.

  • Operate office equipment

  • Other duties as assigned and participates in special projects as needed.

  • Assist with administrative duties for Development.

  • Support the Development and Construction Department. This includes the following:

    • Supporting the individuals in the department as well as the contract administrator. This may include scheduling meetings, setting up PowerPoint presentations, creating Excel spreadsheets, communicating with project stakeholders, sorting invoices, etc.

SKILLS NEEDED TO BE SUCCESSFUL

  • Attention to detail.

  • Timeliness and ability to meet deadlines.

  • Ability to successfully multi-task.

  • Excellent customer service skills.

  • Ability to work with multiple personalities in a fast-paced environment.

WORK HOURS

  • 40 hours per week, Monday to Friday, 8 a.m. to 5 p.m.

     

    COMPETENCIES DESIRED

  • Inititiative

  • Time Management

  • Decision Making

  • Communication Proficiency

  • Organization Skills

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing duties of this job, the employee is regularly required to bend, stop, squat, stand; walk; use hands to finger, handle, or feel, reach with hands and arms, and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes close vision, distance vision, depth perception. Color vision and peripheral vision.

VISION REQUIREMENTS

Constant need to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequent need to see small detail.  Must be able to determine colors properly because of potential assistance with decorating, design, paint colors, etc.

HEARING and SPEAKING REQUIREMENTS

Constant need to communicate over the telephone and in person with corporate management, co-workers, and vendors.

DRIVING REQUIREMENTS

Occasional need to utilize personal transportation as it pertains to job duties.

Must have valid driver's license and automobile insurance.

WORKING ENVIRONMENT

Indoors; occasionally outdoors, all conditions.

REASONING DEVELOPMENT

HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, draw valid conclusions and initiate appropriate course of action. Must effectively convey ideas, images and goals to a diverse group of personalities.

We offer a competitive compensation package with benefits, 401K, bonuses, etc., to be tailored to the skills, experience, and contribution of the candidate.

Principals only. Recruiters may not contact this job poster.  Please, no phone calls about this job.

 Hall Equities Group is an EEO/AA/Minorities/Female/Disabled/Veterans Employer