The primary duties of the Office Manager are to manage the physical function and appearance of the Phoenix office, answer telephones and greet guests at the front desk.

This position is considered non-exempt and will be eligible for authorized over-time. The hours of the Office Manager will be 8 a.m. to 5 p.m. with an hour lunch break. If the Office Manager is out ill or absent, it will be his/her responsibility to notify his/her direct supervisor as soon as possible. It is the Office Manager’s job to update the list of their duties annually.

Office Duties:
The duties of the Office Manager include, but are not limited to, the following:

Office Appearance

• Open and close office daily according to checklist.
• Ensure kitchen is neat, clean, and safe, and refrigerators and cabinets are fully stocked.
• Place grocery orders, as needed.
• Ensure supply room is neat, safe, and fully stocked. Paper in all copiers is fully stocked.
• Place supply orders, as needed.
• Ensure all conference rooms are kept neat and clean.

Office/Computer Equipment

• Maintain all office machines regularly (paper and toner)
• Maintain postage meter and equipment.
• Coordinate service calls for office equipment as needed.
• Maintain check printer.
• Maintain video conferencing equipment (with IT).
• Manage Verizon invoices for leadership cell phones.
• Serve as IT backup, as needed.

Property Management

• Promptly address all building issues for Phoenix office with ViaWest (PM)
• Act as primary point of contact with Property Manager, Housekeeping, Security and Parking Manager

General Office Support

• Provide notary service
• Maintain backup CD’s for Construction/As-built files
• Assist with and coordinate office buildouts, remodels, and tenant improvement, as needed.
• New employees – onboarding responsibilities, see checklist.
• Manage Phoenix office checking account and credit card
• Order newspaper and magazine subscriptions, as requested.
• Order Tuesday lunch & other meeting lunches, as requested.

Receptionist duties:
Front Desk

• Answer telephone calls and emails from contacts and staff, and directing them to relevant staff
• Greet incoming guests and offer beverages
• Log and distribute incoming deliveries
• Distribute incoming mail and faxes
• Prepare outgoing UPS deliveries
• Prepare outgoing mail
• Validate guest parking tickets
• Keep phone lists up to date
• Keep the WhereAmI electronic bulletin board and activity calendar up to date
• Keep conference room schedules and company rolodex up to date

Administrative Support

• Assistance with travel arrangements, meeting room bookings, etc.
• Order lunches orders as requested
• Process invoices for reprographics, food orders, deliveries, etc.

• Assist project managers and partners with administrative tasks

• Send emails for the PBJ & the BREW and any other subscription news/magazines
• Send thank-you cards for holiday gifts, as requested

This full-time position involves having strong communication skills and assisting the Development and Executive Leadership teams on a daily basis. We are looking for individuals who have experience in the following areas:

• Scheduling/travel arrangements
• Proficiency with Microsoft Office
• Familiarity with Commercial Real Estate
• Attention to detail and problem-solving skills

The ideal candidate for this position is dependable, able to multi-task in a fast-paced environment and is a team player.
Supervision:
Office Manager will report directly to their supervisor. Feedback from the Phoenix office will be provided on an annual basis by standard evaluation forms. The information gathered from the evaluations will be shared with the Office Manager at their annual reviews.

Expectations:

• Serve as the face/voice of Evergreen.
• Treat all callers, guests and employees with courtesy and respect.
• Be trustworthy, open, and honest in all interactions.
• Have good attendance
• Act in a professional manner, at all times
• Take responsibility for an assignment and see it to completion
• Communicate in a clear and concise manner
• Identify and solve problems effectively
• Recommend ideas for improvement
• Understand all instructions and ask questions until assignment is fully comprehended
• Be organized
• Act as a team player and offer assistance whenever needed.
• Willingly accept constructive criticism and learn from mistakes
• Perform all duties in accordance with Evergreen’s Golden Rules

Summary
Our successful Office Manager will ideally have prior experience in office or assistant management roles, particularly within an office environment that supports various levels of employees. They'll be highly organized, energetic, process-oriented and people savvy. The most successful candidates will seamlessly balance our broader organizational vision with meticulous attention to detail, while being authentic and passionate. They will be high IQ & EQ individuals who relish the autonomy of independent work but also thrive in a collaborative setting.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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