Office Administrator/Coordinator - Optima Camelview

Position Brief – Optima Camelview Office Administrator/Coordinator 

Optima Camelview serves 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. 

About Optima 

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.  

Key Responsibilities 

Office Operations & Hospitality 

• 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; escalate issues when appropriate. 

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

Executive & Team Coordination 

• 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. 

Administrative Services & Compliance 

• 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. 

Success Measures (Outcomes/KPIs) 

• 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. 

Candidate Profile 

• 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. 

Core strengths 

• Exceptional organization, follow-through, and attention to detail. 

• Proactive service mindset; anticipates needs before they arise. 

• Clear, warm, professional communication with executives, staff, and visitors. 

• Ability to refine and document simple processes and keep them up to date. 

• Calm, polished demeanor in a fast-moving and occasionally high-stakes environment. 

Capabilities 

• Proficient in Microsoft 365 (Outlook, Teams, SharePoint/OneDrive). 

• Strong Excel skills (lists, filters, basic lookups). 

• Experience in office administration, hospitality, facilities coordination, or executive support. 

• Strong file discipline: scanning, naming conventions, routing, and digital organization. 

• High confidentiality, excellent judgment, and professionalism. 

Qualifications 

• 2–6 years in office administration, hospitality/concierge operations, operations coordination, or similar fields. 

• Notary Public (AZ) or ability to obtain within 60 days (company-sponsored). 

• Exceptionally strong Microsoft 365 skills and comfort with collaboration tools. 

• Ability to work fully on-site at Camelview with occasional onsite errands to nearby properties. 

• Demonstrated reliability, professional presence, and service orientation. 

Working Style & Expectations 

• Work hours: Core onsite hours 8:30 a.m.–5:00 p.m. (periodic early setup or occasional evening events may occur). 

• Physical requirements: Ability to lift up to 20–25 lbs; stand/walk short distances; perform light physical tasks (stocking supplies). 

• Technology & systems use: Maintain clean digital organization using shared drives, templates, and naming conventions. 

• Confidentiality: Strict adherence to confidentiality policies, especially given the level of executive presence in the office. 

• Customer-service orientation: Warm, polished, and helpful presence as the first point of contact at Optima’s Arizona headquarters office. 

• Other duties as assigned: Flexibility to support evolving office needs, special projects, and leadership requests. 
  
  
  Benefits and Perks

• Competitive benefits and great perks make a huge difference; we get that, so you’ll get them too. Team Members receive a competitive 401k match, paid parental leave, paid time off, and a 100% company paid medical plan option. At Optima, we believe benefits should be meaningful and a part of what makes us great! 
• Come as you are! At Optima we celebrate diversity and are committed to creating an inclusive environment for all team members. Optima evaluates qualified applicants without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or other legally protected characteristics
• Optima does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies in response to job postings. No fee will be paid to third parties who submit unsolicited candidates directly to Optima team members or the Optima people experience team. No placement fees will be paid to any 3rd party unless such a request has been made by the Optima people experience team.