Assistant Office Manager at Park Square Homes

With a 40+ year commitment to delivering breakthrough customer experiences, seizing initiatives, achieving results, and continuous learning, our award-winning company, Park Square Homes, has an opportunity for a talented Assistant Office Manager to join our team.  Known for our entrepreneurial spirit, we have a strong culture rooted in trust, integrity, open communication, and respect, and we make it a point to use good judgment, fairness, and common sense to meet our challenges. Attracting top talent who can thrive in a fast-paced, entrepreneurial, family-oriented, efficient, and team-focused environment contributes to our success. 

Job Overview: The Assistant Office Manager will support the overall operations of the corporate office by ensuring a professional, welcoming, and efficient environment. This individual will assist in managing office logistics, coordinate events and catering, provide exceptional hospitality to executive office guests, and offer administrative support across departments. The ideal candidate will be highly organized, professional, and proactive, with the ability to work both independently and as part of a team.

Key Responsibilities:

    Front Desk & Hospitality

• Welcome guests, vendors, and clients for the whole office, offering refreshments such as tea, coffee, and other hospitality services.
• Provide a professional and friendly first impression while ensuring a clean and organized reception area.
• Answer, screen, and direct incoming calls and emails to the appropriate departments.

    Office Management & Events

• Assist in daily office operations, including ordering supplies, coordinating repairs, and managing equipment.
• Ensure meeting rooms are properly prepared, stocked, and maintained for scheduled use.
• Coordinate office events, including scheduling, planning, and managing catering logistics.
• Support onboarding of new employees by preparing workspaces and access credentials.

    Administrative Support

• Provide general administrative assistance such as filing, data entry, scheduling, and document preparation.
• Manage incoming and outgoing mail, packages, and courier services.
• Assist leadership and staff with projects and ad hoc administrative needs.

    Recordkeeping & Reporting

• Maintain accurate office directories, records, and databases.
• Monitor and reconcile office expenses, including vendor invoices.
• Track office inventory levels and ensure supplies are adequately stocked.

    Customer & Vendor Coordination

• Act as liaison with vendors and external partners for office-related services.
• Address inquiries and resolve issues promptly while maintaining high customer service standards.

    Compliance & Safety

• Support adherence to company policies, procedures, and safety standards.
• Conduct regular checks of common areas to maintain a safe, functional workplace.

Qualifications:

• Proven experience as an Office Administrator, Administrative Assistant, Office Manager, or similar role.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently and as part of a team.

Skills:

• Organizational Skills: Ability to prioritize tasks, multitask, and manage time effectively.
• Communication Skills: Excellent verbal and written communication skills with a professional demeanor.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office equipment.
• Customer Service: Strong interpersonal skills with a focus on providing exceptional service to visitors and employees.
• Problem-Solving: Ability to identify and resolve office-related issues efficiently and independently.
• Attention to Detail: High level of accuracy in managing records, data entry, and correspondence.
• Team-Oriented: Collaborative approach while maintaining accountability for independent work.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods as needed.
• Capability to lift and carry office supplies or packages weighing up to 25 lbs.
• Frequent use of a computer and other office equipment such as phones, copiers, and printers.