Office Manager

The purpose of this Office Manager position is to ensure that the office runs smoothly and efficiently, and provide superior customer service to guests, clients and team members. This position may be called on to coordinate and manage office staff duties, communications, processes and operations – including technology troubleshooting, managing IT vendors, inventory, data and special projects. This position has daily phone, in-person and e-mail interactions with clients, immediately answering their questions when possible or directing them to a team member who can address and resolve the issue.  He/she is often the “go to” person in the office for Executives as well as all other office staff. Candidate will be based in Rio Rancho, NM.

This position is a full-time, in-office position based out of our Rio Rancho, New Mexico office.

NOTE: Only people who are currently living in New Mexico, will be considered for this role.

Salary / Benefits Package:

Base Salary of $45,000 per year, based on experience.

Competitive benefits package including 100% employer paid health, dental, and vision insurance.

Eligibility to enroll in health savings account, flexible savings account, and more.

401K with 3% Employer Contribution

Join our mission-driven company and partake in 401k with generous matching.

Duties and Responsibilities:
Answer incoming calls in a professional manner.  Forward/transfer calls accordingly.  Check the main line’s voicemail.

Contact team members and inform them of an added appointment or cancelled appointment.

Capture and log information in CRM as needed.

Make sure all processes are running smoothly, resolving problems as they occur.

Ensure all changes or upcoming events are communicated to all staff.

Opening Duties as specified by region 

Set up conference room for Zoom meetings.

Turn on office lights as appropriate.

Closing Duties 

Coordinate schedules and prepare for next day appointments based on meeting type.

Disinfect, remove k-cups and add water to the Keurig.

Hard surface anti-bacterial wipe down & as needed

Planner Assistance 

Make Intro Packets.

Make Disco Binders.

Prepare Gifts for Offices.

Tax Firm Assistance 

Tax Package Prep.

Scanning of Tax Documents.

Reports 

Weekly Meeting Report.

Weekly Call Log.

Various Reports as Needed.

Weekly Emails 

RMD/Open Tasks (RMD last half of year).

Ensure mail, postage, pick up and drop off are complete and create return envelope.

Scanning of non-electronic client correspondence into SharePoint.

Maintain Optimal Working Environment for Offices 

Set Up New Workstations for New Hires.

Clean Up and Breakdown of Workstations for Exiting Employee.

Maintenance of Office for all Team members.

Storage/Supply and Tech Room Maintenance.

Mail Center updated and maintained.

Ordering of Office Supplies and Marketing Materials 

Costco, food and beverage orders, marketing materials.

Appliances and Furniture Maintenance-ensure all is in good working order.

Keep all Office Tech Functioning for Team members 

Copy Machines.

Postage Machine.

Computers, Thin Clients, Screens, TV, and Zoom Equipment.

Clover Machine.

Set Up Boardroom for Zoom Meetings.

Serve as the primary point of contact for the office – including being liaison with IT and supply vendors.

Data integrity – ensure staff is properly using CRM and inputting accurate and timely data into prospect and client accounts.

Technology troubleshooting as needed.

Cord Management for workstations/desks.

Staff Schedules-create and coordinate staff schedules for office hour coverage.

Set Up for Company Meetings 

Rep recruits, employee working interviews, and special guests.

Onboarding and Exit Checklist Execution.

Office Supply Checklist.

Maintain forms in the lobby cabinet stock.

Coordinate and implement new processes for all staff.

Miscellaneous staff support items as needed.

Special projects as needed.

Job Requirements:

College degree preferred
2 years of office management and receptionist experience
Strong Interpersonal Communications Skills, Highly Organized, Advanced Computer Skills included Microsoft Office Applications, Self-Directed, Self-Motivated