Office Manager

This position is eligible for a $500 New Hire Bonus!

Green Valley Recreation, Inc. (GVR) is a private, non-profit recreation organization that provides facilities and programs for the largely-retired community of Green Valley, AZ, 20 minutes south of downtown Tucson.

GVRs mission is toprovide excellent facilities and services that create opportunities for recreation, social activities, and leisure education to enhance the quality of our members lives.

The Green Valley community is comprised of 120+ distinct Home Owners Associations, with housing available to fit every budget. Most HOAs are age-restricted, requiring at least one owner to be age 55 or older, and prohibiting permanent residence of children. Family-friendly and fast-growing Sahuarita adjoins the Green Valley area on the north.

Among GVRs fourteen recreation centers, there are thirteen pools and spas, six fitness centers, sports courts, auditoriums, meeting rooms, and well-equipped hobby shops. As an employee, access to facilities, clubs, classes, and free performance tickets are perks of employment that can also be enjoyed by one member of the employee's household. GVRs full-time employees enjoy a benefits package that includes medical, dental, vision, life insurance, and disability coverages. Full and part-time staff benefit from company matching 401k contributions, dollar-for-dollar up to 5% of pay after 1,000 hours worked, as well as a very generous PTO program.

Job Summary

The Office Manager provides administrative support to the Facilities Director, Facilities department and other departments as needed.

Essential Job Functions

• Oversee and support all administrative duties in the Facilities Management Building office and ensure that office is operating smoothly
• Perform receptionist duties: greet visitors, and answer and direct phone calls
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Develop office policies and procedures, and ensure they are implemented appropriately
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
• Filing and organizing records, invoice copies and other important documentation.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Provide administrative support for projects, calendar management, and back up for meetings, as directed
• Provide administrative support in preparing for Board/ Committee meetings and orientations, as directed.
• Maintain CMMS system and asset history/tracking
• Assist in tracking work orders, follow up on past due work orders within timeline parameters
• Manage contract and price negotiations with office vendors, service providers
• Assist Accounts Payable in obtaining needed signatures on all invoices and purchase orders
• Prepare, finalize and submit weekly all invoices and purchase orders to Accounts Payable
• Assist in managing department budget
• Manage office supplies inventory and place orders as necessary
• Identify opportunities for process and office management improvements, and design and implement new systems
• Coordinate with IT department on all office equipment
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, and reviewing of industry publications
• Organize orientation, uniform assignment and training of new staff members

Ancillary Job Functions

• Attend required departmental/organizational trainings, as directed.
• Other duties as assigned.

Qualifications Qualifications to effectively perform the job. An equivalent combination of education, training and experience may be considered

• Minimum five years relevant work experience.
• May be required to maintain current CPR/AED certification, if designated for position

Knowledge, Skills and Abilities May be representative, but not all-inclusive, of the knowledge, skills and abilities commonly associated with this position.

• Ability to maintain confidentiality.
• Strong interpersonal skills, with the ability to interact and collaborate with all levels of management, the Board, staff, members, and the public.
• Demonstrated initiative, motivation, self-starter, and self-discipline.
• Strong organizational skills and the ability to handle multiple priorities and meet deadlines.
• Advanced knowledge of, and experience with, computer software applications, including Microsoft Office Suite (Word, Excel, Access, PowerPoint), Google Docs, Web Services, and ActiveNet.
• Ability to read, write, and be fluent in English.

Work Environment Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions.

Physical Abilities - Activities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Must be able to sit for extended periods of time.
• Regularly requires talking and hearing; frequently requires standing, walking and reaching with hands and arms; occasionally requires driving.
• Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.
• Requires clarity of vision, precise hand-eye coordination and the ability to identify and distinguish colors.
• May be required to lift up to 20 pounds.

Disclaimer: This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. Management reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.