Office Concierge & Manager

St. Louis, MO, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Career advancement opportunities

Professional development support

Employee assistance program

Company-paid training

Job Description

The Dover Companies is a multifaceted organization dedicated to designing, developing, constructing, and managing senior living communities throughout the Midwest. Their portfolio includes independent living, assisted living, and memory care communities, showcasing their commitment to providing high-quality, compassionate environments tailored for seniors. The company operates through several specialized divisions including Cedarhurst Senior Living, Dover Development, Dover Capital, Dover Health, Brahms Design, and Brahms Construction, each contributing to different aspects of senior community living and development. With a strong emphasis on innovation, community, and care, The Dover Companies has established itself as a reputable leader in its industry, focused on enhancing the lives of seniors by creating vibrant community living experiences.

The role of Office Concierge & Manager is a pivotal position within The Dover Companies, located at their main office in St. Louis, Missouri. This position serves as a central point of contact for staff and visitors, ensuring that the daily operations of the Home Office run smoothly while maintaining a warm, welcoming, and professional atmosphere. The Office Concierge & Manager is responsible for overseeing various office management tasks including reception duties, facility maintenance, event coordination, and logistics support. Additionally, this role supports the Brahms Construction Controller by handling accounts payable and general accounting functions, blending administrative expertise with financial responsibilities. The position is highly visible and offers substantial opportunities for career advancement within the company’s various divisions. The successful candidate will play a key role in reinforcing the company’s standards of hospitality and operational excellence, contributing directly to the overall work environment and organizational success. This full-time role requires excellent interpersonal skills, proficiency in office software, and the ability to manage multiple priorities effectively in a dynamic setting. The role also demands discretion and professionalism, particularly when handling sensitive financial and vendor information. With strong support from the company in terms of training and development, including assistance with obtaining a Missouri Notary Public status, the position is ideal for individuals motivated to grow within a respected and innovative senior living company.

Job Requirements

Bachelor's degree required
Must have excellent interpersonal and communication skills
Experience in customer service or hospitality role preferred
Experience in accounts payable functions is a plus
Obtain and maintain a Missouri Notary Public status
Proficiency in MS Office suite required
Must be comfortable problem-solving and proposing solutions
Strong attention to detail and accuracy required
Ability to handle sensitive information with discretion and professionalism
Ability to work well under pressure and adapt to unexpected events
Strong prioritization and multitasking skills required

Job Qualifications

Bachelor's degree
Excellent interpersonal and communication skills
Experience in customer service or hospitality preferred
Experience in accounts payable functions a plus
Proficiency in MS Office suite
Ability to handle sensitive information with discretion
Strong problem-solving skills
Strong attention to detail and accuracy
Ability to work well under pressure
Strong prioritization and multitasking skills
Missouri Notary Public status preferred or willingness to obtain

Job Duties

Create a welcoming environment for staff, guests, and visitors as the first point of contact for the organization
Notify appropriate personnel upon guest arrival
Ensure all phone calls are answered timely and in a professional manner
Monitor the appearance and functionality of conference rooms and the café, ensuring they are always presentable and operational
Liaise with maintenance teams for timely repairs and upkeep of office areas and equipment
Manage all incoming and outgoing mail, packages, and deliveries to ensure timely and accurate distribution
Ensure the maintenance and setup of office furnishings, including ordering, repairs, moves, and seasonal decorations
Manage computer equipment inventory and office supplies
Place orders as needed
Order and manage company apparel stock
Manage building access, visitor sign-in procedures, and security protocols
Work closely with IT to help resolve software, hardware, and network issues
Process invoices for payment and investigate and resolve related issues
Code invoices to appropriate cost centers and GL accounts
Manage the company credit card program and expense reimbursement programs
Complete and submit credit applications
Set up new vendors in the accounting system
Prepare intercompany billings and follow up on outstanding payments
Reconcile vendor statements as needed
Organize and mail vendor payment information to the IRS (1099)
Coordinate logistics for company meetings, conferences, seminars, parties, outings, and other events
Assist in new employee onboarding activities
Update employee assignments and contact information
Draft, organize and distribute documents across project management, field, and accounting teams
Establish and manage offsite utilities and network services for construction projects
Handle all sensitive financial, vendor, and employee information with discretion
Other duties as assigned