HQ Office Manager & Executive Assistant

Kitchell is seeking a polished, people-focused, and operationally minded professional to serve as the Workplace Operations Manager at our Phoenix Headquarters. This role is central to creating a best-in-class office experience for employees, clients, and visitors while supporting executive operations and workplace services across the organization. The ideal candidate is proactive, resourceful, collaborative, and passionate about delivering exceptional service in a dynamic corporate environment. Join one of the most innovative and growth-oriented building companies in the United States and help shape the daily experience of our headquarters operations.

Duties and Responsibilities

Office Operations & Employee Experience

• Manage the day-to-day operations of Kitchell's Headquarters office in partnership with the VP of Corporate Services.
• Serve as the primary point of coordination for overall office organization, employee experience, and operational support activities.
• Maintain a professional, welcoming, organized, and high-functioning office environment at all times.
• Act as the "eyes and ears" of the office by proactively identifying operational issues, employee concerns, facility needs, or opportunities for improvement.
• Maintain a positive, professional, and customer-focused presence regardless of circumstances or daily challenges.
• Coordinate closely with Executive Assistants and other administrative team members to support office activities, employee events, lunches, and operational needs as a collaborative teammate.

Front Desk & Guest Experience

• Manage front desk operations and ensure the first impression of Kitchell reflects professionalism, hospitality, and exceptional customer service.\
• Welcome and assist visitors, clients, vendors, and employees in a warm, engaging, and professional manner.
• Answer and direct incoming phone calls professionally and efficiently.
• Ensure lobby, reception, conference rooms, and common areas remain clean, organized, and presentation-ready throughout the day.
• Manage shipping, receiving, incoming deliveries, and employee package notifications/distribution.

Conference Room & Meeting Support

• Oversee all conference rooms and focus rooms to ensure spaces are organized, functional, clean, and fully prepared for meetings.
• Manage room readiness including furniture layout, supplies, easels, markers, pads, pens, and meeting-specific setup needs.
• Coordinate conference room scheduling oversight and assist in resolving reservation conflicts through Outlook Calendar.
• Perform daily room resets to ensure readiness for the next business day.
• Wipe down and reset rooms after meetings involving food or beverages.
• Provide first-level troubleshooting and reset support for conference room AV systems prior to vendor escalation.
• Coordinate and manage service requests with external AV vendors when issues require outside support.
• Ensure conference rooms are set up appropriately to support meeting types, room functionality, and attendee needs.

Administrative & Executive Support

• Provide executive support to the VP of Corporate Services including calendar management, travel coordination, vendor renewal tracking, invoice coding support, and expense report processing.
• Provide administrative support to the VP of Corporate Services and Operations Team as needed to support business activities and initiatives.
• Manage the ... inbox including triage, employee support coordination, issue follow-up, and response management

Office Services & Vendor Coordination

• Manage office and kitchen supply inventory including ordering, receiving, stocking, and evaluating usage trends.
• Coordinate and manage office support vendors including coffee services, copy/print vendors, cleaning services, building maintenance providers, and plant maintenance vendors.
• Manage office copier areas including paper, toner, supply inventory, and vendor service coordination.
• Coordinate ordering, setup, support, and breakdown for employee lunches, breakfasts, fruit deliveries, meetings, and office events, including vendor coordination and delivery management.
• Manage office television systems and XM radio operations for common areas.
• Coordinate and manage plant services and ensure office aesthetics remain professional and maintained.

Facilities, Building & Access Coordination

• Coordinate building-related support needs with property management and vendors.
• Manage office warranty coordination with the General Contractor during the warranty period.
• Coordinate parking assignments and office access management.
• Maintain accurate records of office access cards and key fob assignments, including issuing, updating, and deactivating employee access as needed.
• Maintain accurate office seating charts and hoteling space reservations.

Fleet & Mail Operations

• Coordinate scheduling and oversight of shared onsite company vehicles.
• Manage vehicle key distribution and reservations.
• Coordinate vehicle maintenance with Kitchell Fleet Services.
• Perform periodic inspections of vehicles to ensure cleanliness and readiness for employee use.
• Open, sort, and distribute incoming mail.
• Prepare outgoing mail and shipments including UPS, FedEx, and other carriers.
• Manage postage systems and outgoing shipping coordination.
• Other duties as assigned.

Education and Experience

• Associate's or Bachelor's degree preferred.
• Minimum 5+ years of experience in office management, executive support, workplace operations, hospitality, or administrative leadership roles.

Knowledge and Skills

• Strong customer service background with a demonstrated hospitality mindset.
• Experience supporting executives and managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, and Teams.
• Experience with Coupa or similar procurement software preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Demonstrated ability to work independently, think proactively, and solve problems with minimal direction.
• Strong interpersonal skills with the ability to work effectively across all levels of the organization.
• Ability to maintain professionalism, composure, and positivity under pressure.
• Proven ability to manage confidential and sensitive information appropriately.

Desired Characteristics

• Highly proactive and self-motivated
• Service-oriented and relationship-focused
• Positive and approachable
• Operationally minded and detail-oriented
• Calm under pressure
• A strong communicator
• Adaptable and resourceful
• Collaborative and team-oriented
• Comfortable managing a wide variety of responsibilities simultaneously
• Someone who notices problems before others do and takes initiative to resolve them

Work Environment

While performing the duties of this job, the employee regularly works in a general, climate controlled, office environment.

Physical Requirements

• Ability to sit, stand, walk, bend, and move throughout the office regularly during the workday.
• Ability to lift and carry office supplies or packages up to 25 pounds periodically.
• Ability to prepare conference rooms and support office events requiring light physical setup and breakdown activities.