Office Manager

About the Role

The Office Manager oversees key components of the company’s daily operations to ensure adherence to company processes and policies as documented in the Employee Manual. This role also serves as the Executive Assistant to the company president, providing support related to company benefits, human resources, client and vendor agreements, meeting coordination, and client prospect communications.

Responsibilities

• Receive packages for the President when unavailable.
• Oversee maintenance and filing of WMG administrative and HR/personnel records.
• Monitor and procure kitchen supplies (e.g., coffee) and general office supplies (e.g., copier/printer paper, toner, postage machine supplies).
• Facilitate maintenance and repairs for office equipment (copiers, printers, postage/folding machines) and general office repairs.
• Assist with hiring processes, including job postings, resume reviews, interview scheduling, and background checks.
• Oversee onboarding for new employees, including orientation and training scheduling.
• Prepare and organize the office for incoming and exiting employees.
• Maintain spreadsheets tracking staff details (names, positions, salaries, bonuses, birthdays, work anniversaries).
• Update WMG charges and reimbursable costs from clients upon receipt of signed management contracts.
• Assist the Vice President of Accounting with the WMG Billing Process.
• Track and draft renewal contracts between WMG and clients.
• Administer the Ramp.com platform for employee transactions, reimbursements, and approvals.
• Administer the Vantaca.net platform for employees, coordinate training, and submit support tickets as needed.
• Track, scan, and file all third-party vendor/service provider contracts and ensure timely renewals.
• Track, scan, and file client contracts; coordinate renewal preparation with the President.
• File the Periodic Report with the Colorado Secretary of State (SOS) and annual registration/renewal with the Department of Regulatory Agencies (DORA) for each WMG client.
• Maintain all Management Plans prepared annually for each client.
• Oversee the process for ordering annual meeting notices for clients, including data collection, proof approval, and vendor coordination for printing/mailing.
• Ensure staff compliance with company policies and operational procedures.
• Train and develop staff, including creating training calendars for new hires.
• Conduct monthly one-on-one meetings with direct reports.
• Document staff commendations and disciplinary matters (e.g., attendance issues).
• Draft employee action plans with HR support.

Supervisory Duties

The following position reports directly to the Office Manager:

• Front Desk Receptionist

Qualifications

• Minimum of a high school diploma or equivalent.
• Two years of experience in a C-Suite supportive role preferred; relevant experience may substitute.

Skills

• Alignment with company values: Transparency, Teamwork, Education, Communication, Ethics.
• Basic understanding of financial statements, risk management, human resources, facility management, operations, and planning.
• Decision-making ability, resource management, and leadership skills.
• General knowledge of community association operations.
• Proficiency in Microsoft Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint), and typing (minimum 40 WPM).
• Strong organizational skills and ability to prioritize multiple projects.
• Ability to work independently and maintain strict confidentiality.
• Excellent spoken and written English communication skills, including grammar and spelling.

Work Environment

• Professional office setting with standard office equipment (company-issued laptop provided).
• Primarily indoors; occasional errands or external meetings.
• Moderate noise level; attendance at strategy or issue-resolution meetings expected.

Physical Demands

• Primarily sedentary (sitting for ~100% of the time).
• Occasional walking (<½ mile), lifting (15–20 lbs), and pushing (up to 40 lbs).
• Reasonable accommodations available for individuals with disabilities.