Office Manger

Office Manager 

Location:  Scottsdale, AZ

JOB SUMMARY 

The Office Manager is responsible for ensuring the Scottsdale office operates efficiently, professionally, and consistently as a productive workplace for employees, clients, vendors, and visitors. Reporting to the VP, Operations, this role oversees office operations, facilities coordination, workplace services, meeting and event support, vendor management, inventory and purchasing, and employee workplace logistics. The Office Manager serves as the primary point of contact for office-related needs and works closely with Human Resources, Information Technology, Finance, and Operations to deliver a welcoming and reliable workplace experience. The position also supports operational projects and process improvements assigned by the VP, Operations. 

ESSENTIAL FUNCTIONS 

Office Operations & Workplace Experience 

• Oversee day-to-day office readiness, appearance, and functionality, including shared spaces, conference rooms, kitchens, supply areas, workspaces, and opening and closing routines. 

• Serve as the primary contact for office-related questions, workplace requests, deliveries, mail, shipping, visitors, and general office support. 

• Coordinate workplace communications, office announcements, closure notices, and operational updates. 

• Provide a professional and welcoming experience for employees, candidates, clients, vendors, and visitors. 

Facilities, Safety & Building Coordination 

• Coordinate with building management and service providers regarding repairs, maintenance, cleaning, security, access cards, parking, workplace conditions, and facility improvements. 

• Conduct routine office walkthroughs, monitor open service requests, and address cleanliness, safety, furniture, equipment, and preventive maintenance needs. 

• Maintain safety and emergency supplies and coordinate required inspections, drills, emergency readiness, and business continuity communications. 

• Promptly escalate significant facility, security, safety, cost, or business interruption concerns to the VP, Operations. 

Inventory, Purchasing & Workplace Logistics 

• Manage office, kitchen, meeting, printing, postage, and general workplace supplies, including inventory, purchasing, receiving, stocking, and appropriate disposal or recycling. 

• Coordinate seating assignments, workspace setup, office moves, and furniture logistics. 

• Partner with Human Resources and Information Technology on onboarding and offboarding logistics, including workspace readiness, equipment coordination, access, and employee arrivals and departures. 

• Maintain accurate records for office assets, furnishings, access cards, parking, inventory, vendor services, and workplace procedures. 

Meetings, Visitors & Employee Events 

• Arrange conference rooms, catering, refreshments, meeting setup, technology readiness, visitor logistics, and post-meeting cleanup for internal meetings, executive sessions, and client visits. 

• Coordinate employee events, office celebrations, recognition activities, and other workplace programs in partnership with Human Resources, Marketing, and other functional teams. 

• Provide onsite execution support for firmwide initiatives and Scottsdale office events. 

Vendor & Financial Administration 

• Manage day-to-day vendor relationships, service scheduling, issue resolution, performance follow-up, and administrative documentation for office-related providers. 

• Maintain vendor service records and renewal calendars and surface service, cost, performance, or timing concerns in advance. 

• Route invoices, receipts, purchasing documentation, and budget information to Finance in accordance with established controls and approval processes. 

Administrative & Project Support 

• Provide administrative and project support to the VP, Operations, including workplace projects, operational initiatives, and special assignments. 

• Document recurring processes, maintain practical procedures and checklists, and strengthen backup coverage for critical office activities. 

• Identify and implement practical process improvements that enhance service delivery, workplace efficiency, communication, and the employee experience. 

• Handle confidential or sensitive information with discretion, sound judgment, urgency, and reliable follow-through.

Qualifications

REQUIRED SKILLS & ESSENTIAL QUALITIES 

Knowledge & Technical Skills 

• Working knowledge of office administration, facilities coordination, vendor management, purchasing, scheduling, inventory, and event logistics. 

• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or comparable collaboration tools. 

• Experience with meeting-room technology, office equipment, digital records, purchase tracking, invoice coordination, and vendor documentation. 

• Clear, concise, and professional written and verbal communication skills. 

Core Competencies 

• Professional, responsive, and service-oriented approach with strong interpersonal skills. 

• Exceptional organization, attention to detail, prioritization, time management, and follow-through. 

• Initiative, adaptability, composure, and resourcefulness when priorities shift or urgent issues arise. 

• Ability to anticipate needs, resolve routine issues independently, clarify ownership, and escalate appropriately. 

• Discretion, reliability, sound judgment, and the ability to work effectively with employees and leaders at all levels. 

EDUCATION & EXPERIENCE 

Minimum Qualifications 

• High school diploma or equivalent. 

• Three or more years of experience in office management, workplace operations, facilities coordination, executive or administrative support, hospitality, or a related field. 

• Demonstrated experience coordinating vendors, meetings, office services, purchasing, facilities, and multiple concurrent priorities. 

• Proficiency with Microsoft 365 and common office technology. 

Preferred Qualifications 

• Associate or bachelor's degree in business administration, hospitality, facilities management, or a related field. 

• Experience in a professional services, consulting, banking, credit union, or other client-facing environment. 

• Experience supporting senior operational leaders and coordinating cross-functional workplace projects. 

• Experience supporting a hybrid workplace and coordinating employee events or multi-site initiatives. 

WORK ENVIRONMENT / TRAVEL REQUIREMENTS 

• This position is based in Scottsdale, Arizona, and is expected to work onsite during normal business hours. 

• Occasional schedule flexibility may be required for early meetings, evening events, urgent facilities matters, or other business needs. 

• The role requires regular movement throughout the office and the ability to coordinate supplies, deliveries, meeting setup, and other routine physical aspects of office operations, with reasonable accommodations as applicable. 

• Limited local travel may be required for purchases, events, vendor coordination, or other office needs. 

OTHER DUTIES 

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice. 

EQUAL EMPLOYMENT OPPORTUNITY 

Cornerstone Advisors provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other status protected by applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.