Office Manager

Position Summary

Pacific West is seeking a highly organized, detail-oriented, and service-focused Office Manager to support our Gilbert, Arizona headquarters. This position serves as the front desk and central coordination point for multiple departments, ensuring employees, managers, and new hires have the tools, access, supplies, information, and support needed to perform their jobs effectively.

The Office Manager plays a critical role in supporting office operations, HR, onboarding, offboarding, IT coordination, system access management, expense tracking, vendor communication, and employee support across multiple office locations. This role requires strong organizational skills, attention to detail, cost awareness, confidentiality, technical aptitude, bilingual communication abilities when needed, and the flexibility to adjust quickly as priorities and business needs change.

The ideal candidate is proactive, resourceful, customer-service oriented, and comfortable working with Human Resources, Accounting, IT, Operations, Safety, Fleet, vendors, managers, employees, and new hires to keep daily business processes moving efficiently.

• Serve as the primary point of contact for visitors, vendors, applicants, and employees entering the office.
• Answer incoming calls, direct inquiries appropriately, and follow up on missed calls received through Horizon notifications.
• Maintain a professional, welcoming, and organized office environment.
• Assist coworkers with office-related questions, supply requests, access needs, and general administrative support.
• Maintain office common areas, including kitchen, conference rooms, break areas, and shared work spaces.
• Coordinate with building management and maintenance vendors regarding repairs, facility issues, office access concerns, and general office needs.
• Issue building access credentials including key cards, fingerprint, mobile access applications, and entry codes.
• Order office supplies and ensure adequate inventory levels are maintained.
• Track inventory for office supplies, new hire materials, technical equipment, and other operational needs.
• Prepare workstations, offices, and work areas for new hires.
• Pick up, sort, distribute, and process incoming and outgoing mail and packages.
• Scan and forward checks and other financial documents to Accounting as needed.
• Coordinate shipping and delivery of new hire packages, IT equipment, company documents, checks, and other business materials.
• Support remote offices and field locations by coordinating shipment, tracking, and delivery of equipment and supplies.
• Ensure office security procedures are followed, including securing doors and office areas at the end of each business day.

• Submit business-related purchases through approved company purchasing and payment processes.
• Track and reconcile credit transactions specific to this role, ensuring receipts, approvals, and supporting documentation are complete and accurate.
• Assist with company cost-control efforts by preventing duplicate purchases and validating business need prior to ordering.
• Coordinate vendor communication related to office, technology, and administrative services.

• Assist HR with employee communications, and new hire preparation.
• Support onboarding activities by coordinating equipment, office access, badges, system access, and workspace setup.
• Assist with employee offboarding by coordinating return of equipment, deactivation of access, and administrative closeout activities.
• Maintain confidentiality of employee, payroll, personnel, and company information at all times.
• Provide general administrative support for HR initiatives, meetings, training programs, and employee events.

• Serve as the primary internal liaison with Team Logic and other technology vendors for escalated support issues, urgent requests, pending tickets, and system-related concerns.
• Create, modify, and deactivate user accounts as employees are hired, transferred, or separated.
• Assign and maintain user permissions, subscriptions, licenses, and…