Office Manager

CCI INC•Thousand Oaks, CA

3h•$20 - $33•Onsite

About The Position

The Office Manager is responsible for leading the day-to-day administrative operations of CCI’s corporate headquarters, ensuring an efficient, organized, and professional office environment. This role serves as a central point of contact for corporate office operations, exercising sound judgment, discretion, and independent decision-making while managing multiple priorities in a fast-paced, evolving organization. The Office Manager proactively identifies opportunities to improve processes, develops and maintains office protocols, and partners with leadership and department heads to support smooth operations across all CCI lines of business.

Requirements

TECHNOLOGY: Proficiency in MS Office Applications and comfortable working with new technology tools.
COMMUNICATION & CUSTOMER SERVICE: Ability to communicate at all levels of the organization and with a variety of customer types/third parties. Ability to remain calm under pressure and maintain patience and understanding. Strong written and verbal communication skills. Bilingual Spanish a plus.
WORK ETHIC: Take ownership of your work, focus on results, and seek opportunities for growth and self-improvement based on both successes and challenges.
INITIATIVE: Ability to prioritize work and set realistic deadlines along with proactively communicating questions/concerns. Taking the lead in identifying areas for self-improvement, necessary education/training or new/additional responsibilities.
FLEXIBILITY: Ability to adapt to changing circumstances, learn from experiences, and find solutions to new challenges.
ACCURACY: Attention to detail with a high degree of accuracy and focus on closing out assignments timely.
PROBLEM SOLVING: Strong analytical skills and ability to creatively problem solve.
ORGANIZATION: Organization of both your physical and digital workspaces, including email and file storage, calendaring and time management, task prioritization and meeting preparation.
Experience: Minimum of 5 years of prior administrative or office management experience.
Licenses: Valid driver’s license in the state of employment; must comply with all applicable state driving laws

Nice To Haves

COMMUNICATION & CUSTOMER SERVICE: Ability to communicate at all levels of the organization and with a variety of customer types/third parties. Ability to remain calm under pressure and maintain patience and understanding. Strong written and verbal communication skills. Bilingual Spanish a plus.

Responsibilities

Oversee overall corporate office administrative needs, including limited front-desk coverage (anticipated to be no more than 20% of the workday).
Answer, screen, and direct calls and voicemails professionally; accurately take messages and resolve or escalate issues as appropriate.
Exercise judgment in emergency or time-sensitive situations, including determining when outside vendors or services should be engaged.
Greet and screen visitors; notify appropriate personnel of arrivals.
Receive, sign for, and distribute courier deliveries and mail; manage daily incoming and outgoing mail.
Coordinate conference room scheduling and meeting logistics. Schedule meetings and appointments as requested.
Maintain company business cards, stationery, and related branding materials.
Operate standard office equipment and software efficiently, including multi-line phones, copiers/scanners, Microsoft Office, SharePoint, and Yardi.
Manage inventory and ordering of office and breakroom supplies, including kitchen necessities.
Review and process office supply requests for offsite locations.
Monitor and maintain adequate postage supplies.
Oversee office space organization, cleanliness, and functionality.
Coordinate office maintenance, repairs, and service requests; prioritize and schedule work as needed.
Advise leadership on office planning, design, equipment purchases, and space utilization.
Facilitate and negotiate contracts for major office equipment and recurring supply needs.
Oversee corporate office alarm system administration and coordinate repairs or upgrades.
Oversee administration and day-to-day management of corporate credit card programs, including issuance, user access, limits, documentation, and compliance with company policies.
Coordinate onboarding and termination of cardholders in partnership with Finance and Human Resources.
Monitor usage for appropriateness, completeness of documentation, and timely submission of receipts; escalate issues or trends to management as needed.
Serve as primary administrator for company business accounts and purchasing platforms (e.g., Amazon Business and similar vendors), including user access, permissions, ordering controls, and account maintenance.
Partner with Finance to support reconciliation processes, respond to inquiries, and assist with audits or internal reviews related to corporate cards and business accounts.
Research, recommend, and implement improvements to purchasing tools, controls, and workflows to increase efficiency and reduce risk.
Maintain company records across electronic systems (SharePoint).
Develop and maintain policies related to record retention, protection, retrieval, and destruction.
Receive, review, and track property incident reports; advise Asset Management on follow-up and insurance reporting as needed.
Receive, review, and track employee incident reports; advise Human Resources on follow-up and insurance reporting as needed.
Maintain organized records and supporting documentation related to corporate credit card programs and business purchasing accounts in accordance with company retention policies.
Provide administrative support for special projects, including research, data compilation, and summary reporting.
Liaise with department heads to ensure office-related processes are functioning effectively.
Identify inefficiencies and research, recommend, and implement operational improvements.
Develop, document, and revise office policies and procedures to enhance consistency and efficiency.
Analyze operational data, summarize information, and identify trends to support leadership decision-making.
Evaluate corporate purchasing and expense-related processes and recommend enhancements to improve efficiency, transparency, and internal controls.
Organize the annual company holiday party, including budget preparation and adherence.
Coordinate office celebrations (birthdays, holidays, and similar events) within approved budgets.
Plan, coordinate, and implement team-building and wellness activities.
Coordinate distribution of annual holiday cards and employee gifts, including list management, budgeting, ordering, and shipping.
Maintain a professional, welcoming office environment that reflects CCI’s values and promotes a positive company image.
Create and manage the annual office operations budget.
Schedule expenditures, monitor variances, and recommend corrective actions as needed.
Take ownership of assigned responsibilities and deliver high-quality, timely work product.
Drive for business purposes as required.
Maintain regular and punctual attendance; attendance is an essential function of the role.
Perform other related duties as assigned.