Office & Reception Manager

Denver, CO

Position Summary:

The Office & Reception Manager serves as the first point of contact for visitors, employees, and business partners while ensuring the smooth day-to-day operation of the office environment. This role is responsible for creating a professional, welcoming, and efficient workplace experience through effective reception management, office administration, facilities coordination, vendor management, event planning, and budget oversight. The Office & Reception Manager supervises a part-time Front Desk Office Coordinator and partners closely with internal leaders, employees, vendors, and building management to support organizational needs.

Key Responsibilities:

Reception & Visitor Management

• Serve as the primary point of contact for all in-person visitors, delivering exceptional customer service in a professional, warm, and welcoming manner.
• Manage the company's main telephone line, professionally screening and routing calls to the appropriate departments.
• Ensure all visitors comply with company security protocols, including appointment verification, visitor sign-in procedures, and badge issuance.
• Coordinate building access for visitors across multiple office floors.
• Maintain visitor logs and support office security procedures.

Office Operations & Administration

• Oversee daily front desk and office operations to ensure an organized, clean, and efficient workplace.
• Supervise and provide direction to the Part-Time Front Desk Office Coordinator.
• Sort, distribute, and process incoming and outgoing mail and deliveries.
• Maintain office seating charts, organizational directories, and office reference materials.
• Manage business and vendor contact information.
• Coordinate office resource scheduling, including company vehicles and corporate apartment reservations.
• Provide office tours and onboarding support for new employees.

Facilities & Workplace Management

• Partner with building management and maintenance teams to ensure a safe, clean, and well-maintained office environment.
• Oversee kitchen and common areas on multiple floors, ensuring cleanliness, organization, and functionality.
• Monitor and coordinate maintenance or repair of office and kitchen equipment and appliances.
• Ensure refrigerators are stocked with beverages and kitchen areas are supplied with snacks and other essentials.
• Manage employee and visitor parking passes and building access FOBs, including issuance, tracking, and inventory management.

Events & Employee Engagement

• Plan, coordinate, and execute employee engagement activities, office events, celebrations, meetings, and special programs.
• Support leadership teams with meeting logistics including:
• Conference room scheduling
• Catering and lunch orders
• Audio/visual and technology coordination
• Room setup and presentation support
• Name badges and meeting signage
• Collaborate with internal stakeholders to ensure successful execution of company meetings and events.

Vendor Management & Financial Administration

• Order and maintain inventory of office supplies, snacks, beverages, and other workplace necessities.
• Develop and maintain positive working relationships with vendors and service providers.
• Review, code, and process invoices to ensure timely payment and accurate expense tracking.
• Manage the office operating budget and monitor expenditures.
• Identify opportunities to improve operational efficiency and cost effectiveness.

Additional Responsibilities

• Recommend and implement process improvements related to office operations and workplace experience.
• Support special projects and administrative initiatives as needed.
• Perform other duties as assigned.

Qualifications:

Required

• Associate's degree or equivalent combination of education and experience.
• 5+ years of experience in office management, reception management, workplace operations, facilities coordination, or a related administrative role.
• Previous experience coordinating meetings, events, and vendor relationships.
• Experience managing budgets, invoices, and expense tracking.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

Preferred

• Experience supervising administrative or reception staff.
• Experience supporting multi-floor office environments.
• Knowledge of facility access management systems and visitor management procedures.

Competencies

• Professionalism and executive presence
• Customer Service Orientation
• Organization and attention to detail
• Relationship building
• Problem solving and initiative
• Planning and coordination
• Budget and resource management
• Time management
• Adaptability and flexibility
• Confidentiality and discretion

Working Conditions

• Onsite role.
• Frequent interaction with employees, visitors, vendors, building management, and senior leaders.
• Occasional lifting of office supplies, event materials, or deliveries up to 25 pounds.
• May require flexibility to support occasional early morning or after-hours meetings and events.

COMPENSATION: $84,000 - 88,000/annually + 10% annual bonus opportunity

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Competitive salary | Comprehensive health benefits | Life, long and short-term disability insurance | 401(k) with company match