Office Manager in Westminster, Colorado at Xclusive Services

About the Company

Xclusive Services shares the same values as our customers when it comes to staffing and outsourced services. Our focus on quality performance, operational excellence, and reliability has allowed us to build long-term and scalable partnerships. Operating in 19 states, our seasoned management team has a comprehensive understanding of the hospitality industry, partnering closely with local property and brand leadership to ensure a transparent and optimized approach to staffing.

We actively seek Team Members who embody our corporate values of People First, Service Obsessed, Chasing Excellence, Accountability, and Integrity to further our mission to make a positive impact in the lives of the individuals we serve. Our people thrive in a respectful, inclusive environment with many opportunities for development and advancement.

Job Summary

The HQ Office Manager is responsible for coordinating onboarding and compliance-related processes while ensuring the office operates smoothly and delivers a professional, welcoming, and highly functional workplace environment. This role oversees new hire onboarding workflows, employment documentation, and compliance requirements, ensuring accuracy, audit readiness, and alignment with company standards.

As the primary on-site representative and face of the office, the Office Manager oversees daily office operations, including facilities coordination, vendor management, and workplace services. Acting as the central point of coordination for all office-related needs, this role supports employees, visitors, and leadership by maintaining an organized, efficient, and service-oriented environment, including oversight of shared spaces, office amenities, workplace logistics, and internal office experience initiatives.

The ideal candidate is proactive, service-oriented, highly organized, and detail-driven, with strong communication skills and the ability to balance compliance responsibilities with operational priorities. This position plays a key role in supporting company culture, employee experience, and the overall effectiveness of the workplace.

Essential Job Functions

Onboarding & Compliance Coordination - 35% of time spent

• Coordinates assembly of new hire packets and forms
• Reviews all paycheck pick-up authorizations while adhering to the policies of the Company
• Manages deduction requirements for uniforms, meal vouchers, etc. with timely submittal
• Confidentially assists with monthly, quarterly, and annual audits (internal and external)
• Lead and develop a high- Performing Team: Manage, mentor, and grow a team of Onboarding associates.
• Coach and empower: Provide regular feedback and training to ensure every onboarding associate delivers exceptional customer service.
• Oversee the end-to-end onboarding process for all external team members, including oversight of the compliance process related to employment application, verifying form I-9 documents, and verifying candidate background check and drug screening standards.
• Maintain accurate employee files to ensure audit readiness.
• Coordinate mail distribution and document delivery for onboarding packets, compliance notices, HR documentation and other employment or HQ related materials.
• Ensure timely routing and delivery of physical and electronic documents to appropriate departments or employees

Office & Workplace Operations - 25% of time spent

• Serve as the primary on-site representative and face of the office
• Owns daily office operations and workplace functionality
• Act as central point of contact for office-related needs
• Oversee workspace logistics, and internal operations
• Maintain organization, cleanliness, and office standards

Facilities & Vendor Management - 10% of time spent

• Liaise with building management and oversee maintenance
• Oversee vendor relationships and service delivery
• Support office move and facility-related projects
• Ensure workplace safety and facility compliance

Office Services - 10% of time spent

• Maintain office supplies, inventory, and ordering
• Maintain kitchen and breakroom areas
• Oversee amenities and catering coordination

Culture, Events & Employee Experience - 10% of time spent

• Support employee engagement and workplace culture initiatives
• Support the coordination of events, celebrations, and recognition programs

Office Technology & Equipment Support - 5% of time spent

• Provide basic troubleshooting for office equipment
• Coordinate with IT and maintain equipment inventory

Visitor & Conference Room Management - 5% of time spent

• Maintain visitor experience and guest coordination
• Oversee conference room scheduling and readiness

General Expectations

• Directly supports and contributes to the Company’s mission to make a positive impact in the lives of the individuals we serve, by modeling our company’s core values
• Comply with employment laws, regulations and guidelines as set forth by FLSA, FMLA, ADA, HIPPA, and other governing agencies.
• Promotes and adheres to all occupational safety and health standards as required by OSHA, company policies, and other applicable regulatory agencies to ensure a safe and compliant work environment
• Other duties to be performed, as assigned

Required Abilities, Requirements, and Qualifications

• Bilingual English and Spanish
• 1+ years of experience in related field required or similar role
• Proficient in Microsoft Office (365-PC), FedEx Online, Form I-9 and employment document review programs, and phone system management
• Adaptable to learn new software platforms and systems
• Applicants must be legally eligible to work in the United States and must not require current or future visa sponsorship
• Excellent listening, written, verbal, organizational, and interpersonal skills with the ability to work collaboratively with cross-functional teams, and customers
• Full time, on-site work at HQ, apart from PTO, work-related travel, and extreme weather

Physical Demands

While performing the duties of this job must have the:

• Ability to stand, walk, sit, use hands to handle or feel objects, reach with hands and arms, climb stairs, balance, stoop, kneel, talk, and hear for extended periods of time (with or without reasonable accommodation)
• Occasionally lift, carry, push, or pull objects up to 20 pounds (with or without reasonable accommodation)
• Work in a sitting position for long periods of time (with or without reasonable accommodation)
• Fine and gross motor skills to operate tools, equipment, or technology as needed
• Ability to work in environments with varying temperatures, noise levels, or lighting
• Hand-eye coordination for handling small or detailed items
• Ability to work in indoor and/or outdoor settings as required by job duties
• Reasonable accommodation may be made to enable individuals with disabilities or other qualifying reasons to perform the essential functions of this position

Benefits

• Medical, Dental, Vision, Voluntary Life, Group Life, Voluntary AD&D, Short and Long-term Disability, Accident, Critical Illness, Hospital Indemnity, Legal, Identity Protection, and Pet insurance (effective the first day of the month following start date)
• Paid Sick Time
• 6 Paid Company Holidays, plus 1 floating holiday
• Paid Personal Time Off

An Equal Opportunity Employer

Xclusive Services is committed to a diverse and inclusive workforce and prohibits discrimination and harassment based on race, color, religion, age, sex, national origin, disability status, genetics, family planning, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.