Office Manager - Murray, UT - Humane Society of Utah

Office Manager – Murray, UT

Position Title: Office Manager

Job Title: Office Manager

Location: Murray, Utah

Job Type: Full-Time

Pay: $50,000.00 – $53,000.00 a year; DOE

Job Summary:

We are seeking a highly organized and proactive Office Manager with receptionist duties to oversee the daily operations of our office. In this role, you will be responsible for managing administrative tasks, providing excellent customer service at the front desk, coordinating office services, and supporting employees. Your efforts will ensure a smooth and efficient office environment, delivering a positive experience to both visitors and staff.

Key Responsibilities:

Office Operations:

Oversee daily office activities, ensuring all tasks are efficiently managed.
Maintain office supplies and equipment inventory, placing orders when necessary.
Coordinate office maintenance, repairs, and IT support.
Ensure the office environment is clean, organized, and conducive to productivity.
Arrange staff lunches, events, and parties.
Arrange staff relationship gifts during the holidays, including organizing lists, procuring merchandise in sufficient quantities, and facilitating timely and professional shipping and other deliveries.

Receptionist Duties:

Greeting visitors and direct them to the appropriate department or individual.
Answer direct phone calls, take messages, and respond to inquiries in a professional manner.
Manage the reception area to ensure it is tidy and always welcoming.
Receive and distribute incoming mail, packages, and deliveries.
Handle general administrative duties such as scheduling appointments, maintaining calendars, and managing communication with external parties as needed.

Administrative Support:

Provide administrative assistance, including scheduling meetings, organizing travel, and coordinating events.
Prepare and organize reports, presentations, and office-related materials.
Manage office documentation, filing, and record-keeping processes.
Embrace a “whatever is needed” mentality about approaching a wide variety of tasks to support the C-suite. These tasks will include, but are not limited to, executive support, presentation preparation, maintaining project files, communications with key relationships, and some market research duties.

Financial Management:

Accounts payable functions, including tracking office-related expenses, managing budgets, and assisting with purchase orders and vendor setup. Serve as backup for bill payments as needed.
Accounts receivable functions, including preparing and delivering daily deposits to the bank, and assisting with invoicing and reporting tasks.
Liaise with vendors and service providers to ensure the negotiation of cost-effective contracts.

Human Resources Support:

Coordination of employee paperwork, including but not limited to new hire enrollment forms, offer letters, and termination paperwork.
Conducts periodic audits of information to ensure accuracy/compliance.
Delivers new employee orientation, performance management, compliance, and soft skills training.

Facility Management:

Oversee office space utilization, seating arrangements, and facilities maintenance.
Ensure all phone systems and other communications systems are operable, optimized, and economically efficient.

Communication and Liaison:

Serve as the primary point of contact for internal and external communications.
Handle email correspondence, phone inquiries, and general office inquiries professionally.

Qualifications:

Proven experience as an office manager, receptionist, or in a similar administrative role.
Bachelor’s or equivalent experience
Experience in a customer-facing role or with customer service duties.
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint), Google Docs, and general office equipment.
Ability to work independently and manage multiple tasks simultaneously.
Strong attention to detail and problem-solving skills.
Professional phone etiquette and customer service skills.
Bilingual (Spanish) required

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Ability to stand, walk, stoop, kneel, crouch, climb, and manipulate (lift, carry, move) up to 50 pounds.
Ability to work with animals of varying temperaments in noisy conditions.
Responsible for always presenting a neat and professional appearance to the public.
Must have a valid driver’s license with a clean driving history.

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Health savings account
EAP
Life insurance
Paid time off/Mental Health Days
Holidays
Vision insurance

Schedule:

9am – 5 pm
Monday to Friday

How to Apply

Resumes should be sent to [email protected] and [email protected].

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by management. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

At the Utah Humane Society, we don’t just accept difference – we celebrate it, we support it, and we thrive on it for the benefit of our employees, our animals, and our community. The Utah Humane Society of an equal opportunity employer. Employment at the Utah Humane Society is based solely on a person’s merit and qualifications directly related to professional competence. At the Utah Humane Society, we do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age (40 and over), genetic information, veteran or military status, marital status, pregnancy or relation condition (including childbirth and breastfeeding), or any other basis protected by state or federal law.

It is the Utah Humane Society’s policy to comply with all applicable national, state, and local laws pertaining to nondiscrimination and equal opportunity. The organization’s EEO policy, as well as its affirmative action obligations, includes the full and complete support of the organization, including its Executive Director. Because it’s just the right thing to do. We hope you think so, too.