Office Manager

Western EcoSystems Technology, Inc. (WEST), a dynamic medium size consulting firm with offices across the United States, is looking for a full-time Office Manager located out of our Cheyenne, WY corporate office.

WEST has a permanent core of professionals with broad experience in basic and applied ecological studies and the sophisticated analysis of natural resource data. Since its founding in 1990, the WEST team has shaped the foundation of what we do, and what we believe in through our core values and key principles. Our work matters to our clients, communities, and the environment. Join WEST and discover a company of passionate, committed, and highly motivated individuals.

Please click here to see what benefits WEST offers!

Key Details:

• Salary: $19.00 - $21.00/hour, Salary may vary based on education, knowledge and experience.

Job Summary:

The Office Manager will provide strategic leadership and motivation to employees, develop and maintain a strong and successful image in the community, and manage all operations to ensure proper and efficient operation of the branch office. The Office Manager will also be responsible for all functions related to the front desk. The ideal candidate will be skilled in customer service and able to maintain a professional attitude. The office hours are Monday - Friday 8:00 am - 5:00 pm, but we are flexible on the office manager hours (e.g. 9 am - 3 pm).

Responsibilities include:

Office Manager:

• Function as receptionist including greeting guests, answering questions, and maintaining reception area.
• Oversee the daily operations of the branch office, while maintaining responsibility of the work involved in specific area of discipline/expertise.
• Work closely and collaborate with:
  
  
  
  • Office staff to coordinate space needs.
  • Purchase and Inventory (P&I) to:
    
    
    
    • Ship when needed
    
    
    
    
  • Facilities Department to:
    
    
    
    • Ensure efficient office relocations as needed.
    • Ensure all other operational efficiencies and oversight of facilities management.
    
    
    
    
  
  
  
  
• Prepare and manage the budget for the branch office.
• Maintain a good standing within the community and provide outreach within the community for WEST approved charitable and community improvement efforts.
• Develop rules and processes specific to the office environment as needed. (e.g., proper rules and controls over pets in the workplace.)
• Ensure adherence to company policy by personnel at the branch to assure compliance with internal and external safety, environmental and company standards.
• Work with Facilities and Operations Departments to analyze activities, costs, operations, and/or forecast data and identify areas of improvement where needed.
• Recommend and implement corrective action or procedural changes based on findings of above analyses. Coordinate with management to lead implementation efforts for related change at the local level. Monitor the success of these changes to assure continuous improvement.
• Works with Operations Departments to resolve escalated issues from vendors.
• Work with Operations Departments to maintain facility and equipment to company standards and specifications; negotiate with local providers of services and/or repairs to keep facility/equipment expenses within budget.
• Understand building security systems.
• Understand role in Crisis Management Plan and Business Emergency Plan, participate in training, and be prepared to assist in a crisis or event that occurs.

Front Desk Administrative:

• Maintain phone system information, including telephone programming, voice mail administration, telephone features.
• Have an in-depth understanding of phone systems and ability to explain telephone features.
• Route and manage electronic faxes.
• Provide typing, spreadsheet preparation, and other clerical support as requested.
• Copy, bind, and mail documents.
• Receive and distribute mail; distribute UPS, Federal Express, and other deliveries.
• Prepare outgoing mail, Federal Express, and UPS packages.

This is a general description of the functions for this position and is not inclusive of all the duties which may be associated with this position.

Requirements:

• Two years recent administrative support experience.
• Articulate experience operating a multiline phone system.
• Proficient using MS Word and Excel.
• Must be able to interact professionally with diverse personalities.
• Demonstrate and provide examples of organizational skills and a customer-focused attitude.
• Independent judgment is required to plan, prioritize, and organize diverse workload.
• Must have previous experience handling confidential information.
• Job requires the person filling this position to be able to appear for work on time; to follow instructions from manager; to interact effectively with coworkers and clients; to maintain positive attitude; and to accept guidance and constructive criticism.

After an offer of employment is made, the candidate must successfully pass a pre- employment background check, drug screening, and a DMV records check that meets WEST's minimum criteria to operate a motor vehicle on behalf of the company. A valid driver's license will be required.

WEST provides equal employment opportunities to all individuals regardless of their race, color, religion, gender identity or expression, age, sex, sexual orientation, national origin, disability status, genetics, and any protected veteran status, and any other characteristic protected by federal, state or local law. Further, WEST takes affirmative action to ensure that all individuals are treated fairly, and without discrimination, for recruitment, selection, advancement and every other term and privilege associated with employment.