Office Administrator Jobs

About Pinnacle Pinnacle Consulting Group, Inc. is a comprehensive consulting group providing management of administration, finance, operation, and capital infrastructure services to Colorado Title 32 Special Districts (metropolitan, water, sewer, park and recreation, and fire/EMS), municipalities and private entities. We provide our clients with the highest level of expertise, efficiency, and proven procedures in the industry. Our specialties include Title 32 Special Districts (metropolitan, water, sewer, park and recreation, and fire/EMS districts) and municipalities. Our vast knowledge of these governmental entities enables us to provide the highest quality of service. Our expert staff represents over 170 years of experience with the management of administration, finance, operation, and capital infrastructure of these governments, optimizing performance. Our complete range of governmental management services includes administration, facility management, capital asset management, governmental accounting, financial services, and district formation and organization assistance. Pinnacle Mission Build lasting mutually beneficial relationships with our clients and community by delivering sound solutions and exceptional service. Company Values Excellence in client services with effective, efficient personal processes and procedures Team Work by cooperatively providing excellent service and sound solutions Respectful professional and humble work ethic Effective Leadership modeled through example Exceeding Expectations with continual attention to the details ______________________________________________________________________________ The Office Administrator performs a broad range of administrative duties with an emphasis on front office coordination. The Office Administrator is responsible for overall front office activities, including the reception area, conference rooms, common areas, mail, supplies, and purchasing requests. The individual's primary responsibilities will include handling incoming calls, maintaining office common areas and supplies, and providing back-up administrative support to members of the corporate team. This position reports directly to the Senior Office Manager. Major Responsibilities: Administrative / Front Office / Office Care Receives, greets, and announces clients/guests courteously; directs them to the appropriate area/conference room Maintains commons areas (hallways, kitchen, copy areas, mail/supply areas, kitchenette, roof deck, restrooms) and conference rooms for presentation and cleanliness Waters office plants and roof deck planters Maintains standard supplies in copy areas, mail area, kitchen, kitchenette, restrooms, conference rooms Acts as a resource by providing guidance to staff regarding the conference room set up protocol. Keeps the front desk and reception areas neat and presentable and all times Maintains and updates corporate contacts (Pinnacle Contacts), directories, electronic files, paper files, and records, as required Orders and coordinates corporate meals as requested and approved by the Senior Office Manager Codes all receipts and invoices for items on the corporate budget Orders new business cards, name tags, nameplates, notary supplies, etc. Decorates office, seasonally, as required and approved Receives and screens all incoming corporate calls; directs caller to the appropriate individual and extension; takes and delivers messages as required; directs calls appropriately through the phone system Cell Phones Order new cell phones as needed and approved by the Orders cell phone accessories as needed Coordinate with the IT team regarding the transfer of email, contacts, photos, etc. Implement plan changes as required to accommodate daily use changes or international travel Ordering of phone supplies: cords, chargers, cases Maintain inventory & tracking of all Pinnacle assigned cell phones and plans Client Care (Internal & External) Maintains relationships with vendors and service providers Distribution of cards for Staff & Client Birthdays, Sympathy, New Baby, Wedding, Veteran's Day, etc. Coordination of Staff & Client Gifts / Gift cards: Holiday, Wedding, Baby, etc. Coordination of Special Occasion or "Thank You" flowers/gifts, as requested and approved by CEO, COO or Senior Office Manager. Community Partnerships Responsible for planning, coordination and scheduling of community partnership events including: Adopt-a-Family (Serve 6.8) GRIT Greengrass Loveland Housing Authority- coordination and distribution of move-in packages The Matthews House annual events Additional events as established and assigned by DCA Establish, promote, and maintain relationships with community partner organizations Assist with the development of extending the reach of current partnerships and assist with the development of new partnerships Facilities Add break/fix items to the Facilities (handyman) list Schedule authorized repairs or service, as directed by the Senior Office Manager Maintains relationships with service providers Travel to the Denver office on a monthly basis using a company vehicle within standard hours Duties in accordance with opening and closing the Loveland office Holiday Gifts and Cards Responsible for the vendor coordination, ordering and distribution of all holiday gifts to employees and clients, as approved by Senior Office Manager, CEO, and COO Compilation and editing of annual holiday card mailing list, as approved by Senior Office Manager, , CEO, and COO Coordination & ordering of any additional Pinnacle themed merchandise, as requested and approved by Senior Office Manager Inter-Office Communications Facilitate the flow of all inter-office communications: information that would or could affect others within the organization Filing of corporate documents: paper and electronic Format and distribute the Master Client List IT Service Coordinate and submit general work ticket requests from staff; determine the priority status of each ticket: HOT/IMMEDIATE, TODAY, SCHEDULED WEEKLY ONSITE DAYS Facilitate the ticket follow-up process / assist with finding time for IT contractor(s) to remote in to complete the work or for the technician to be on-site to complete the work Marketing Ordering promotional materials (Pens, Padfolios, Shirts, Water Bottles, Coffee Tumblers, etc.), as requested and approved by Senior Office Manager, CEO, or COO Monitoring and weekly updating of Pinnacle's LinkedIn page, in accordance with the approved posting plan or as requested and approved by the Senior Office Manager, CEO or COO Monitoring and monthly updating of Pinnacle's webpage, in accordance with the approved posting plan or as requested and approved by the Senior Office Manager, CEO or COO. Monthly (or as required) updates to the Pinnacle website in accordance with the approved posting plan (includes staff bios, team updates, and client page updates). Coordinates staff bio photo day event and updates approved photos to the Pinnacle website and saves photos to appropriate file on P-drive Creation and distribution of a monthly (internal only) Pinnacle newsletter, in accordance with the approved newsletter process Office Equipment & Systems: Daily Operations Acts as liaison / In-House Expert for Alarm System, Deposit Stations, Pitney Bowes, all RICOH machines, WebEx, MS Teams, Zoom, Conference Call System, TVs & Web Cameras, Appliances, etc. Provides training as needed Coordinates service calls as required and/or as requested by Senior Office Manager Maintains stock and orders specialty equipment supplies such as toner, ink, postage tape, postage, etc. Office Supplies Serves as point-of-contact for office supplies, including toner, paper, etc., for Loveland and Denver offices; purchases office supplies in accordance with company purchasing policies and budgetary restrictions Responsible for inventory and ordering of all small office equipment: desktop printers, monitors, keyboards, mouse, etc. Onboarding Complete assigned portion of the new hire process such as ordering supplies, cell phone, desk phone, business cards, nametag, nameplate, calendar set-up, etc. Assist with other items on the new employee checklist, as directed by the Senior Office Manager Ensure workspace is set up, cleaned and supplied, prior to start date Phones Coordination of all maintenance, updates, changes, break/fix with service coordinator Order new phones/phone equipment as required and approved by the Senior Office Manager Liaison and in-house expert for phone use and training Liaison / in-house expert and training for conference calls Special Events Coordination Handles all Special Events including coordination, planning, set-up, clean-up, vendor coordination, event location, event announcements, invitations, and budget (with Senior Office Manager approval) Responsible for coordination of annual events such as: Partner Retreat, Director Team Retreat, Staff Retreat and PCGI Summer Picnic, Community Parter volunteer events and Adopt-a-Family gift wrapping, lunch and white elephant gift exchange Responsible for registration and travel coordination for the SDA Annual Conference Coordination of team morale boosters: coffee truck, chair massage, treats, potlucks, roof BBQs etc. Coordination of meals for companywide events such as lunch & learns, budget season lunches and Adopt-a-Family lunch Creation & Posting of Monthly PCGI Events Calendar Coordination of other special events, as requested and assigned by the Senior Office Manager Special Projects As requested, and assigned by Senior Office Manager or by CEO, COO, Director of Human Resources, with Senior Office Manager approval. Vehicles Administration Monitor vehicle usage on Outlook calendars and facilitate reservation conflict resolution Schedule all vehicle maintenance on Outlook vehicle calendars and on other Pinnacle calendars (people with assigned vehicles) as required Manage and track vehicles milestone events on Maintenance spreadsheet com - add all new cars / manage Express toll website changes Administer AAA memberships for all fleet vehicles Administer OnStar and Wi-Fi services for vehicles Licensing of new vehicles and annual license renewals Quarterly check of mandatory vehicle supplies Quarterly "fleet update" to all staff Bi-Annual Tools inventory (trucks) Coordination and Scheduling Weekly coordination of fleet services w/ Fleet Services Coordinator Fix window chips and/or new windshield installation Accessories Installation Body Work Major maintenance Warranty maintenance (with the approved service provider) When Fleet Services Coordinator is out Fill and wash cars if Fleet Services Coordinator is unavailable / fill in as needed Body Work (with the approved service provider) Major maintenance (with the approved service provider) Warranty maintenance (with the approved service provider) Tire purchase and installation (with the approved service provider) Vacation Coverage: Provide occasional vacation coverage for a member of the Corporate Administration team (front desk coverage for an Office Administrator/Receptionist or coverage for the Fleet Services Coordinator) Other Duties as Assigned Supervised by: Senior Office Manager Qualifications: To perform this job successfully, an individual must be able to perform each major responsibility satisfactorily. The requirements listed below are representative of the skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. General Skills and Abilities: Ability to operate computers using Microsoft Windows and Microsoft Office including Outlook, Word, Excel, and all additional relevant and required computer hardware/software Professional appearance and dress consistent with the desired corporate image Demonstrated knowledge of industry practices and terminology Ability to identify problems then develop and implement solutions Situational awareness with strong reasoning, judgment, problem-solving and conflict resolution skills Flexibility and versatility to prioritize and manage projects to completion under multiple, rapidly changing requests Excellent organization and attention to detail, demonstrating accuracy and thoroughness Motivated, driven and engaging demeanor Ability to anticipate the needs of internal and external clients as well as team members Able to work well under pressure, meet deadlines and follow through on work assignments Collaborative work style with an emphasis on building and fostering relationships Strong interpersonal skills, ability to communicate well at all levels of the organization High level of integrity and dependability with a strong sense of urgency and results-orientation Inspires and motivates others to perform well and accepts feedback from others Must be willing to carry out company goals and policies Willing to continue professional development, while improving and promoting quality work Understanding of paper and electronic file systems Must be willing to comply with client confidentiality expectations Working knowledge of mail processes such as postage machine, Federal Express, and UPS Ability to negotiate effectively Language Skills: Ability to communicate (speak, read and write) in English with individuals in person, by telephone, and by email Ability to read, analyze, and interpret various documents and agreements in English Ability to compose business correspondence to a variety of audiences Ability to effectively present information and respond to questions from directors, managers, consultants, constituents, various groups, and staff Mathematical Skills: Ability to calculate figures and amounts as required in developing service estimates, tracking systems and database management Reasoning Ability: Ability to solve practical problems and deal with a variety of employees, service vendors, and consultants Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form Education & Experience: Any combination of education and experience that would provide the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Associates Degree or 2 years of clerical support experience; preferably in legal, real estate, or related field. Equipment: Must be able to operate a computer, fax machine, copier, telephone, motor vehicle. Physical Demands: The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Stand and walk or sit alternatively depending on the specific needs of the day. Estimate 75% of time is spent sitting at desk and 25% on feet. Has frequent need to perform the following physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders. Constant needs to perform the following physical activities: writing/typing, grasping/turning, and finger dexterity. Lifting/carrying less than 10 pounds frequently. Vision requirements: constant needs to read manuals, reports, financial statements, complete forms, and view the computer screen. Hearing requirements: constant needs to communicate over the telephone and in person. Have need to perform standing and walking activities related to inspecting property. Driving Requirements: Must possess a valid Colorado Driver's License and a clean driving record to operate a company-owned fleet vehicle. Ability and means to travel locally as needed, proof of liability and property damage insurance on vehicle used is required. Work Environment: The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the individual regularly works in an office environment with a quiet to moderate noise level and does not work near moving mechanical parts. Occasional early morning, evening, and weekend hours may be required as job duties demand. Benefits Offered Benefits: 401k Retirement Plan Employee Stock Ownership Plan Car Fleet for Business Use Insurance: Medical Insurance HDHP Plans Traditional PPO Plan Dental Insurance Vision Insurance Life and AD&D Insurance Long Term Disability Insurance Health Savings Account (H.S.A.) Flexible Spending Accounts (F.S.A.: Medical, Limited, and Dependent Care) Aflac Supplemental Insurance Paid Time Off (PTO): Vacation Time Sick Time Holiday Time Position Information Location: Loveland, CO Position Status: Full Time Employment Job Category: Administration Work Experience: 2+ years in clerical support, preferably in legal, real estate, or related fields Education Level Required: High School Diploma Required, Associates Degree or Equivalent Certification Preferred Pay Range: $40,000 - $45,000