Office Concierge & Manager

Description

The Office Concierge & Manager, serves as a central point of contact for staff and visitors, ensuring office needs are met while fostering a warm and welcoming atmosphere. This individual will oversee day-to-day operations for the Home Office, such as managing office reception, appearance, logistics, and event coordination, all while maintaining a high standard of hospitality. This position also supports the Brahms Construction Controller on accounts payable and accounting functions.

This is a highly visible position that often provides opportunities for career advancement to other roles within The Dover Companies, including Cedarhurst Senior Living, Dover Development, Dover Capital, Dover Health, Brahms Design and Brahms Construction. Together we design, develop, construct, and manage independent living, assisted living, and memory care communities for seniors throughout the Midwest.

• Create a welcoming environment for staff, guests, and visitors as the first point of contact for the organization. Notify appropriate personnel upon guest arrival
• Ensure all phone calls are answered timely and in a professional manner
• Monitor the appearance and functionality of conference rooms and the café, ensuring they are always presentable and operational
• Liaise with maintenance teams for timely repairs and upkeep of office areas and equipment
• Manage all incoming and outgoing mail, packages, and deliveries to ensure timely and accurate distribution
• Ensure the maintenance and setup of office furnishings, including ordering, repairs, moves, and seasonal decorations (e.g., holiday décor)
• Manage computer equipment inventory and office supplies. Place orders as needed
• Order and manage company apparel stock
• Manage building access, visitor sign-in procedures, and security protocols, as applicable
• Work closely with IT to help resolve software, hardware, and network issues

• Process invoices for payment; investigating and resolving related issues
• Code invoices to the appropriate cost centers and GL accounts
• Manage the company credit card program and expense reimbursement programs
• Complete and submit credit applications
• Set up new vendors in the accounting system
• Prepare intercompany billings and follow up on outstanding payments
• Reconcile vendor statements, as needed
• Organize and mail vendor payment information to the IRS (1099)

• Coordinate logistics for company meetings, conferences, seminars, parties, outings, and other events, both in-house and off-site
• Assist in new employee onboarding activities
• Update employee assignments and contact information
• Draft, organize and distribute documents across the project management team, field team, and accounting team
• Establish and manage offsite utilities and network services for construction projects
• Handle all sensitive financial, vendor, and employee information with the utmost discretion and confidentiality
• Other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

• Must have excellent interpersonal and communication skills
• Bachelor’s degree is required
• Experience in customer service or hospitality role is preferred
• Experience in Accounts Payable functions is a plus
• Obtain and maintain a Missouri Notary Public status; the Company will pay for any necessary training/application time and fees
• Proficiency in MS Office suite is required
• Must be comfortable problem-solving and proposing solutions
• Strong skills in attention to detail and accuracy is required
• Strong integrity and the ability to handle sensitive information with the utmost discretion and professionalism
• Ability to work well under pressure and adapt to unexpected events or requests
• Strong prioritization and multitasking skills

As part of The Dover Company’s commitment to providing outstanding care and support, the company ensures that staff work under conditions that prioritize safety, collaboration,…