Office Administrator​/Coordinator - Optima Camelview

Position Brief –Optima Camelview Office  Administrator/Coordinator

Optima Camelviewserves as Optima’s primary corporate office in Arizona and is home to parts of the Architecture, Construction Management, Administrative, and Executive Team members. The Office Administrator/Coordinator plays a central role in supporting this environment by ensuring the office runs smoothly day-to-day and by maintaining a professional, polished experience for executives, team members, and visitors. This role owns all office logistics, coordinates meetings and onsite events, maintains clear documentation and SOPs, and provides high-touch administrative support.

It requires a proactive, organized presence that anchors the daily operations of a high-visibility office.

Optima is a privately held real estate firm with offices in Illinois and Arizona. For 47 years, Optima has been developing, designing, building and managing striking urban and suburban luxury residential communities. From the beginning, Optima aimed to reinvent housing by integrating the functions involved in new construction within one company. Optima controls and executes every aspect of the process in-house – development, design, construction, sales and management – for a dynamic system that offers greater focus and flexibility.

Optima is committed to delivering extraordinary living through design, innovation, sustainability and management.

• Office Environment Stewardship:
  Maintain a consistently professional, welcoming, and executive-ready environment reflecting Camelview’s status as an Optima leadership hub.

• Mail & packages:
  Daily pickup, sorting, scanning/distribution; coordinate courier and shipping requests.

• Kitchen & supplies:
  Stock beverages/snacks; maintain inventory of office and print supplies; place orders as needed.

• Vendor management:
  Coordinate with service providers (shredding, printers, cleaning, office services); open and track service orders to completion.

• Facilities liaison:
  Serve as onsite point of contact for routine maintenance and building needs; elevate issues when appropriate.

• Workplace readiness:
  Ensure conference rooms, shared spaces, and visitor areas are always clean, organized, and prepared.

• Meeting support:
  Prepare rooms/AV, materials, and refreshments; provide onsite support during meetings.

• Materials & notes:
  Build simple agendas, print/collate materials, take action-oriented notes, and capture follow-ups.

• Scheduling logistics:
  Support onsite scheduling and coordination for Camelview leadership.

• Event coordination:
  Plan and execute onsite events such as team lunches, vendor meetings, and leadership sessions.

• Notary services:
  Serve as onsite Notary Public (or obtain commission within 60 days; company-sponsored).

• Registrations & filings:
  Assist with periodic office or business registrations and administrative filings as needed.

• Document control:
  Scan, file, and maintain documents using clear folder structures and naming conventions.

• Process discipline:
  Maintain updated SOPs for recurring processes (mail, supply management, vendor workflows, hospitality, onboarding prep).

• Confidentiality:
  Handle executive, HR-sensitive, and confidential information with strict discretion.

• Office readiness:
  Conference rooms, shared areas, and supplies consistently prepared without prompting.

• Operational cadence:
  Mail, packages, and vendor workflows completed predictably and on schedule.

• Documentation quality: SOPs and checklists are accurate, current, and consistently used.

• Professional presence:
  Visitors and executives experience a smooth, polished, leadership-grade environment.

A dependable, detail-focused administrative professional who blends the structure and reliability of an experienced office manager with the agility and growth mindset of a high-potential coordinator. You bring mature judgment, strong communication, and a service mindset suited for an office that hosts senior leadership. You take pride in making the environment run effortlessly and professionally.