Office Manager / Reception - Pinnacle Group

Office Manager- Receptionist
Work location: Dallas TX
Work hours: MONDAY-FRIDAY 8-5
US CITIZENSHIP REQUIRED: Yes Job Description: 
 
Key Responsibilities:
 

1. Under general supervision, performs advanced and complicated clerical, administrative and/or secretarial duties in support of and interacting with middle to upper management and his/her team. 
   1. Clerical Tasks:  Order and set-up event catering for meetings
   2. Clerical Tasks: Receptionist duties
   3. Mail / Copy: Outgoing shipments for multiple locations
   4. Mail / Copy: Receive logging and incoming packages
   5. Office Supervision: Office supply / stock snack pantry / making orders / inventory
   6. Clerical:  Provide back up for CEO executive assistant
   7. Clerical: Perform tasks as assigned by CEO and other executives.
   8. Office Supervision: Vendor escorting
   9. Office Supervision: Manage Vendors, subcontractors and suppliers to deliver services against contracts and expectations
   10. Office Supervision: Coordinate with contractors for quotes on schedule maintenance and repairs and ensure completion to customer expectations
   11. Office Supervision: Conduct or attend daily/weekly/monthly facility operations meetings and provide pertinent site information to customer and CREGS management
2. Work requires the exercise of discretion, independent judgment and initiative in managing an increasing amount of client/manager requests and in resetting individual priorities as needed in order to meet business objectives. 
   1. Must be capable of effectively interacting with individuals in a broad range of situations in an increasingly challenging and complex work environment.   
   2. Research information to support organization as necessary Interprets and summarizes information based on corporations’ knowledge, organizational goals, and priorities. 
3. Must be capable of effectively interacting with individuals in a broad range of situations in an increasingly challenging and complex work environment.
   1. Serves as a liaison, with delegated authority, between manager and subordinate units by relaying instructions and information and following commitment through to completion.
   2. Leads, guides, advises and encourages co-workers and staff ensuring quality and quantity standards are met.
   3. Maintains manager calendar and schedules Coordinates activities across departments and follow-up to ensure that requests are carried out.  
   4. Independently plans, coordinates, organizes, prioritizes and manages workload while remaining cognizant of changing priorities and competing deadlines.
   5. Interfaces with other secretaries to share and coordinate workload. 
   6. appointments with prior approval based on knowledge of managers responsibilities and issues of importance.

1. Assignments may include preparing moderately complex reports; verifying non-routine bills, schedules, receipts, invoices, purchase orders, and other documents; maintaining records requiring classification and compilation of varied information. 
   1. Prepares material in final form from rough drafts which contain technical terminology.  Plans layout of reports and statistical tables. 
   2. Financial Tracking: Manage operating expense budgets and capital projects
   3. Finance Tracking: Prepare purchase orders as needed
   4. Financial Tracking: Attend audit meetings and provide required information to audit teams as needed
   5. Financial Tracking: Track budgets for supplies /pantry
   6. Monitoring: Monitor work order system. Respond to and update tickets
   7. Monitoring: Oversee and manage seat/office usage
   8. Monitoring: Ensure regulatory and standard safety requirements are in place and administered
   9. Monitoring: Collect and update carbon reporting
   10. Monitoring: Check Office-Cleanliness inspections
   11. Monitoring: Maintaining printers
2. Displays a strong knowledge of desktop tools such as the Microsoft suite of office products and electronic mail systems. 
   1. Inputs, edits, retrieves, formats, and transmits diverse reports and documents utilizing computer databases, spreadsheets, communications and other software packages with accuracy.
   2. Collects and analyzes relevant data to make accurate and timely decisions on a variety of issues.   
   3. Independently researches, develops, and draft letters, memos, or reports to communicate the managers decisions, ideas, and agenda.
   4. Schedules and coordinates travel, conferences, and special events.  
   5. Operates general office equipment such as computer, typewriter, dictaphone, copier, calculator, fax or other similar machines. 
   6. May take dictation and transcribe notes for letters, memos, or reports.  Prepares material in final form from rough drafts which contain technical terminology. 
   7. Arranges and makes notifications of appointments and travel reservations/arrangements. 
   8. Checks and processes expense reports. 
   9. Creates invites, tracks attendance, and builds databases in Excel and within contact management software to manage invitee lists.
   10. Able to work through issues and meet deadlines.

1. Bachelor’s degree in communications or psychology or another applicable discipline preferred.
2. 4+ years of work experience in customer facing roles, preferably in real estate or travel.
3. Experience in the Hospitality Industry or Real Estate Property Management preferred.
4. Advanced MS Office skills, including Outlook, WORD and EXCEL skills required.  SharePoint skills preferred.
5. Familiarity with technology and office management tools to streamline operations.
6. Must be able to lift 25 lbs.
7. Proven experience in managing office amenities, events, or facilities.
8. Strong organizational skills with the ability to multitask and prioritize competing demands.
9. Detail-oriented approach with a focus on delivering exceptional experiences for associates.
10. Creative mindset with the ability to bring fresh ideas and innovative approaches to enhance the site's amenities and events.
11. Excellent communication and interpersonal skills to effectively engage with associates and stakeholders.  Comfortable meeting and engaging with people with a positive demeanor and an ability to assess situations, empathize and offer assistance.
12. Ability to collaborate and build effective relationships with cross-functional teams.
13. Ensures excellence in support provided by continuous review and improvement of existing processes.

Pay Range: $20.00 - $22.00 The specific compensation for this position will be determined by a number of factors, including the scope, complexity and location of the role as well as the cost of labor in the market; the skills, education, training, credentials and experience of the candidate; and other conditions of employment. Our full-time consultants have access to benefits including medical, dental, vision and 401K contributions as well as any other PTO, sick leave, and other benefits mandated by appliable state or localities where you reside or work.