Office Administrator/Coordinator - Optima Camelview

Optima, Inc.•Scottsdale, AZ

35d•Onsite

About The Position

Optima Camelview serves as Optima’s primary corporate office in Arizona and is home to parts of the Architecture, Construction Management, Administrative, and Executive Team members. The Office Administrator/Coordinator plays a central role in supporting this environment by ensuring the office runs smoothly day-to-day and by maintaining a professional, polished experience for executives, team members, and visitors. This role owns all office logistics, coordinates meetings and onsite events, maintains clear documentation and SOPs, and provides high-touch administrative support. It requires a proactive, organized presence that anchors the daily operations of a high-visibility office. About Optima Optima is a privately held real estate firm with offices in Illinois and Arizona. For 47 years, Optima has been developing, designing, building and managing striking urban and suburban luxury residential communities. From the beginning, Optima aimed to reinvent housing by integrating the functions involved in new construction within one company. Optima controls and executes every aspect of the process in-house – development, design, construction, sales and management – for a dynamic system that offers greater focus and flexibility. Optima is committed to delivering extraordinary living through design, innovation, sustainability and management.

Requirements

Exceptional organization, follow-through, and attention to detail.
Proactive service mindset; anticipates needs before they arise.
Clear, warm, professional communication with executives, staff, and visitors.
Ability to refine and document simple processes and keep them up to date.
Calm, polished demeanor in a fast-moving and occasionally high-stakes environment.
Proficient in Microsoft 365 (Outlook, Teams, SharePoint/OneDrive).
Strong Excel skills (lists, filters, basic lookups).
Experience in office administration, hospitality, facilities coordination, or executive support.
Strong file discipline: scanning, naming conventions, routing, and digital organization.
High confidentiality, excellent judgment, and professionalism.
2–6 years in office administration, hospitality/concierge operations, operations coordination, or similar fields.
Notary Public (AZ) or ability to obtain within 60 days (company-sponsored).
Exceptionally strong Microsoft 365 skills and comfort with collaboration tools.
Ability to work fully on-site at Camelview with occasional onsite errands to nearby properties.
Demonstrated reliability, professional presence, and service orientation.

Responsibilities

Office Environment Stewardship: Maintain a consistently professional, welcoming, and executive-ready environment reflecting Camelview’s status as an Optima leadership hub.
Mail & packages: Daily pickup, sorting, scanning/distribution; coordinate courier and shipping requests.
Kitchen & supplies: Stock beverages/snacks; maintain inventory of office and print supplies; place orders as needed.
Vendor management: Coordinate with service providers (shredding, printers, cleaning, office services); open and track service orders to completion.
Facilities liaison: Serve as onsite point of contact for routine maintenance and building needs; escalate issues when appropriate.
Workplace readiness: Ensure conference rooms, shared spaces, and visitor areas are always clean, organized, and prepared.
Meeting support: Prepare rooms/AV, materials, and refreshments; provide onsite support during meetings.
Materials & notes: Build simple agendas, print/collate materials, take action-oriented notes, and capture follow-ups.
Scheduling logistics: Support onsite scheduling and coordination for Camelview leadership.
Event coordination: Plan and execute onsite events such as team lunches, vendor meetings, and leadership sessions.
Notary services: Serve as onsite Notary Public (or obtain commission within 60 days; company-sponsored).
Registrations & filings: Assist with periodic office or business registrations and administrative filings as needed.
Document control: Scan, file, and maintain documents using clear folder structures and naming conventions.
Process discipline: Maintain updated SOPs for recurring processes (mail, supply management, vendor workflows, hospitality, onboarding prep).
Confidentiality: Handle executive, HR-sensitive, and confidential information with strict discretion.