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Optima, Inc. · 23 hours ago

Office Administrator/Coordinator - Optima Camelview

Scottsdale, AZ

Full-time

Onsite

Entry, Mid Level

2+ years exp

Optima, Inc. is a privately held real estate firm focused on developing luxury residential communities. They are seeking an Office Administrator/Coordinator to manage day-to-day office operations, support executives, and maintain a professional environment at their Camelview office in Arizona.

Professional ServicesProperty DevelopmentProperty ManagementReal Estate

Comp. & Benefits

Responsibilities

Maintain a consistently professional, welcoming, and executive-ready environment reflecting Camelview’s status as an Optima leadership hub

Daily pickup, sorting, scanning/distribution; coordinate courier and shipping requests

Stock beverages/snacks; maintain inventory of office and print supplies; place orders as needed

Coordinate with service providers (shredding, printers, cleaning, office services); open and track service orders to completion

Serve as onsite point of contact for routine maintenance and building needs; escalate issues when appropriate

Ensure conference rooms, shared spaces, and visitor areas are always clean, organized, and prepared

Prepare rooms/AV, materials, and refreshments; provide onsite support during meetings

Build simple agendas, print/collate materials, take action-oriented notes, and capture follow-ups

Support onsite scheduling and coordination for Camelview leadership

Plan and execute onsite events such as team lunches, vendor meetings, and leadership sessions

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

Assist with periodic office or business registrations and administrative filings as needed

Scan, file, and maintain documents using clear folder structures and naming conventions

Maintain updated SOPs for recurring processes (mail, supply management, vendor workflows, hospitality, onboarding prep)

Handle executive, HR-sensitive, and confidential information with strict discretion

Conference rooms, shared areas, and supplies consistently prepared without prompting

Mail, packages, and vendor workflows completed predictably and on schedule

SOPs and checklists are accurate, current, and consistently used

Visitors and executives experience a smooth, polished, leadership-grade environment

Qualification

Microsoft 365Office administrationEvent coordinationNotary PublicExcel skillsProactive service mindsetProfessional presenceCommunicationAttention to detail