Office Manager

Office & Reception Manager

YES Communities, founded in 2008, owns and operates manufactured housing communities with locations across the United States. YES takes a new approach to manufactured home communities and works to build and maintain an environment in each community that reflects their positive YES attitude.

YES Communities strives to hire a diverse workforce that shares our vision. We empower our employees to develop a strong sense of community because we know that happy, dedicated employees make the difference. Our culture is one where leaders set clear expectations and give you the freedom to manage your goals. We invest in our employees and take pride as we watch them achieve results and make a difference in their roles every day.

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.

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…