The Office Administration Manager will oversee and manage our administrative team and office operations across all company locations. This key leadership role will be responsible for hiring, training, and mentoring administrative staff, ensuring efficient main phoneline operations, managing various projects, and collaborating closely with other departments. The ideal candidate will demonstrate exceptional organizational, communication, and leadership skills to drive administrative excellence across the company.  

This role will be based in our Scottsdale, AZ office.

Leadership & Team Development:  

•  Recruit, onboard, and train new administrative staff.    
•   Provide mentorship, coaching, and ongoing professional development.    
•   Conduct regular performance evaluations and provide constructive feedback.    
•   Foster a collaborative and positive team environment.    

Office Operations:   

• Oversee day-to-day office functions across all offices in the company to ensure smooth operations.    
• Manage and improve the main phone line operations, ensuring prompt and professional customer service.    
• Develop and implement office policies and procedures to enhance efficiency across all locations.    
• Coordinate facility maintenance, supply management, and office safety protocols.    
• Manage the Office Supply Budget and Team approvals  
• Oversee parking operations, including budget management and parking requests.  

Project Management:  

•  Manage administrative projects from initiation to completion.    
•  Coordinate cross-functional projects with various departments to ensure alignment and timely execution.    
•  Monitor project progress, manage timelines, and address potential issues proactively.    

Collaboration & Communication:  

•   Serve as the primary liaison between the administrative team and other departments.    
•   Facilitate effective communication to promote interdepartmental cooperation.    
•   Participate in leadership meetings and contribute to strategic planning initiatives.    
•   Provide regular updates to senior management on administrative operations and project statuses.

Requirements:

• Proven experience (5+ years) in office administration, with at least 2 years in leadership or supervisory role.  
• Strong project management skills with the ability to prioritize and manage multiple initiatives.    
• Excellent communication and interpersonal skills.    
• Proficiency in office software (e.g., Microsoft Office Suite, project management tools).    
• Ability to lead with empathy, integrity, and a solution-oriented approach.    
• High level of discretion and professionalism when handling confidential information. 

Additional Requirements:

• Experience in process improvement and change management.    
• Familiarity with CRM systems and office communication tools.    
• Certification in project management (e.g., PMP, CAPM) is a plus.    
• Experience managing multi-location office operations.