Office Manager

Tri Pointe Homes Holdings, Inc.•Salt Lake City, UT

4d•Onsite

About The Position

Tri Pointe Homes Utah is looking for an innovative and energetic individual to join our talented group as an Office Manager. In this multifaceted role, you will support the division leadership teams and various departments for the division’s day to day office operations. This position will perform a variety of tasks, some of which are confidential and complex in nature. This position duties will range from managing complex calendars, expense reports, travel arrangements, event coordination to serving as a point of contact in all things office related.

Requirements

High School diploma or equivalent required
Minimum 5 years of experience in a fast-paced office environment
Management and Customer Service experience
Strong administrative skills
Excellent organization and attention to detail
Excitement and enthusiasm for planning and executing tasks or events
Strong oral and written communications skills
Ability to work in a fast-paced environment with critical deadlines
Strong ability to multitask
Ability to handle sensitive information with discretion
Excellent problem-solving and organizational skills

Nice To Haves

College degree preferred

Responsibilities

Provide executive administrative support to Division President, leadership team, multiple departments and staff as needed.
Own all aspects of the daily office operations including overseeing the front desk operations.
Organize and help facilitate office moves (e.g., relocating employees, expanding to additional office space, moving into entirely new spaces, etc.).
Respond promptly to all Facilities requests, issues, and complaints. Oversee to ensure issues are being solved promptly.
Serve as point of contact for office facility 24/7 for employees and the property manager, including but not limited to, maintenance, pest control, keys, janitorial, heat/air and other building issues.
Set up office systems, procedures, and records (electronic and paper).
Coordinates and maintains all office related contracts and service orders.
Responsible for facilitating lease payments, preparing all office related invoices, and sending to accounting for processing.
Setup, maintain and administrator access to divisions for national office related accounts (i.e., delivery companies, office supplies, etc.).
Order all office related supplies.
Manage business operations for the office, including processing contracts and invoices, purchasing, expense reports, and preparation of monthly reconciliation reports.
Act as a resource and subject matter expert sharing industry expertise, best practices, and thought leadership.
Receives and distributes communications from property manager regarding the Office Facility to all office personnel, creates correspondence and office memorandums as needed.
Handle tasks related to office and inter-office communications, office set up, and administrative matters.
Build and maintain relationships with divisions, team members, vendors, and contractors to effectively maintain and support office needs as the primary point of contact.
Responds on a routine basis to emergency codes and advises the first response team on chemical hazards and exposures.
Ensure all site-specific documentation and reports are completed accurately and on time including safety program compliance.
Create and maintain parking, elevator, and building access cards. Order and maintain parking validations and distribute, as needed.
Maintain and distribute master phone list.
Serves as the lead Floor Liaison for building emergencies. Maintain building evacuation plan and identified team to assist in safely evacuating office during drills and emergencies.
Ensure compliance with administrative, legal, and regulatory requirements of all governmental and accrediting agencies as they relate to facilities, maintenance, and safety.
Continuously working to enhance the office environment and overall ambiance to ensure alignment with the organization's values and culture.
Working collaboratively with the Compass committee on office events.
Performs other related duties as assigned