Optima Tax Relief
Manager, Office Administration
Optima Tax Relief, Santa Ana, California, United States, 92725
Job Details
Job Location Essential - Santa Ana, CA
Position Type Full Time
Salary Range $75000.00 - $85000.00 Base+Commission/month
Job Shift Day
Description
POSITION SUMMARY
The Manager, Office Administration for Optima Tax Relief, LLC ("Optima") is located in the Santa Ana, California office and reports to the Chief Executive Officer. This role is responsible for leading the Internal Communications, Office Operations, and Security teams who collectively are focused on providing Optima team members with tools for success, planning and implementing cultural and volunteer activities, and ensuring a safe and secure work environment.
The Manager, Office Administration also plays a vital role in ensuring the smooth, safe, and efficient operations in our offices and producing morale-boosting events which align with Optima's Core Values. This includes, but is not limited to, planning events, ensuring proper security protocols are in place and followed, building relationships with and managing vendors, and working directly with Property Management. This role must also champion Optima's culture and Core Values and help to deliver the best customer experience.
ESSENTIAL DUTIES & RESPONSIBILITIES
The essential functions include, but are not limited to the following: Supervise the Internal Communications, Office Operations, and Security teams to ensure the highest level of performance. This includes monitoring KPIs and timelines of the team to ensure the highest levels of performance, providing periodic performance reviews, coaching, counseling, and disciplining employees as appropriate. Oversee a variety of administrative functions managed by the team - for example, securing, organizing, and maintaining cleanliness of workspaces throughout our floors. This Includes office equipment upkeep and supply inventory. Manage, schedule, plan, and run cultural and volunteer events and activities in accordance with Optima's Core Values. Implement and oversee comprehensive security and safety protocols to ensure a safe, compliant, and secure workplace. Regularly assess and update procedures; collaborate with Human Resources and property management for safety trainings and drills; and ensure all team members consistently follow established policies. Build and maintain strong relationships with vendors to deliver high-quality services. Hold vendors accountable to established agreements, timelines, and expectations - including those related to office operations, cultural, and volunteer events. Oversee the team in creating and distributing company-wide communications. Coordinate travel arrangements for senior leadership and C-level executives. Manage projects and initiatives from planning through completion, ensuring deadlines are met and recommending process improvements to enhance department performance. Monitor staffing needs within the department and proactively recognize and address potential changes based on business needs. Exercise sound judgment and autonomy in determining objectives and approaches to critical assignments. Maintain strong working relationships with internal stakeholders and contribute to a positive, solutions-focused team environment. Actively participate in Optima culture events and activities. Follow company protocols to ensure the highest level of security to protect the client Personal Identifiable Information (PII). Other duties as assigned. In order to be provided the essential training required to be successful in this role, it is mandatory that you are present for and complete all essential/initial training onsite for up to 5 business days (unless prior management approval is provided). Please note that additional onsite training may be required depending on business need.
Qualifications
EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelor's degree in a related field from an accredited institution, or equivalent combination of education and experience. Minimum of three (3) years' experience in an Office Operations role. Customer service, hospitality, event planning, or similar background is highly preferred. KNOWLEDGE, SKILLS,& ABILITIES
Exceptional prioritization, organizational, written, and communication skills including ability to communicate with individuals of all levels in the Company. Leader, mentor, and strong advocate for your team. Excellent organizational, time-management, written, and communication skills. History of successfully exceeding goals in a fast-paced environment. Strong work ethic and commitment to excellence. Ability to develop your team and lead by example. Meticulous attention to detail and high sense of accountability. Proficient and comfortable with office equipment (Computer skills - Microsoft Office, Outlook). Strong listening skills with the ability to understand and influence people.
Job Location Essential - Santa Ana, CA
Position Type Full Time
Salary Range $75000.00 - $85000.00 Base+Commission/month
Job Shift Day
Description
POSITION SUMMARY
The Manager, Office Administration for Optima Tax Relief, LLC ("Optima") is located in the Santa Ana, California office and reports to the Chief Executive Officer. This role is responsible for leading the Internal Communications, Office Operations, and Security teams who collectively are focused on providing Optima team members with tools for success, planning and implementing cultural and volunteer activities, and ensuring a safe and secure work environment.
The Manager, Office Administration also plays a vital role in ensuring the smooth, safe, and efficient operations in our offices and producing morale-boosting events which align with Optima's Core Values. This includes, but is not limited to, planning events, ensuring proper security protocols are in place and followed, building relationships with and managing vendors, and working directly with Property Management. This role must also champion Optima's culture and Core Values and help to deliver the best customer experience.
ESSENTIAL DUTIES & RESPONSIBILITIES
The essential functions include, but are not limited to the following: Supervise the Internal Communications, Office Operations, and Security teams to ensure the highest level of performance. This includes monitoring KPIs and timelines of the team to ensure the highest levels of performance, providing periodic performance reviews, coaching, counseling, and disciplining employees as appropriate. Oversee a variety of administrative functions managed by the team - for example, securing, organizing, and maintaining cleanliness of workspaces throughout our floors. This Includes office equipment upkeep and supply inventory. Manage, schedule, plan, and run cultural and volunteer events and activities in accordance with Optima's Core Values. Implement and oversee comprehensive security and safety protocols to ensure a safe, compliant, and secure workplace. Regularly assess and update procedures; collaborate with Human Resources and property management for safety trainings and drills; and ensure all team members consistently follow established policies. Build and maintain strong relationships with vendors to deliver high-quality services. Hold vendors accountable to established agreements, timelines, and expectations - including those related to office operations, cultural, and volunteer events. Oversee the team in creating and distributing company-wide communications. Coordinate travel arrangements for senior leadership and C-level executives. Manage projects and initiatives from planning through completion, ensuring deadlines are met and recommending process improvements to enhance department performance. Monitor staffing needs within the department and proactively recognize and address potential changes based on business needs. Exercise sound judgment and autonomy in determining objectives and approaches to critical assignments. Maintain strong working relationships with internal stakeholders and contribute to a positive, solutions-focused team environment. Actively participate in Optima culture events and activities. Follow company protocols to ensure the highest level of security to protect the client Personal Identifiable Information (PII). Other duties as assigned. In order to be provided the essential training required to be successful in this role, it is mandatory that you are present for and complete all essential/initial training onsite for up to 5 business days (unless prior management approval is provided). Please note that additional onsite training may be required depending on business need.
Qualifications
EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelor's degree in a related field from an accredited institution, or equivalent combination of education and experience. Minimum of three (3) years' experience in an Office Operations role. Customer service, hospitality, event planning, or similar background is highly preferred. KNOWLEDGE, SKILLS,& ABILITIES
Exceptional prioritization, organizational, written, and communication skills including ability to communicate with individuals of all levels in the Company. Leader, mentor, and strong advocate for your team. Excellent organizational, time-management, written, and communication skills. History of successfully exceeding goals in a fast-paced environment. Strong work ethic and commitment to excellence. Ability to develop your team and lead by example. Meticulous attention to detail and high sense of accountability. Proficient and comfortable with office equipment (Computer skills - Microsoft Office, Outlook). Strong listening skills with the ability to understand and influence people.