Office Manager

Description

• Create and organize office events for team building and employee engagement
• Office Manager supervises the brokerage staff of their office which includes marketing and administrative professionals.
• Provide coaching, direction, and leadership to employees in order to achieve company and client results
• Manage graphic production and provide graphic support using Kidder Mathews branded InDesign templates to produce and assemble marketing presentations, proposals, flyer, e-mail flyers, newsletters, postcards, etc. within brand standards
• Utilize Photoshop and Illustrator to edit and enhance property photographs, floor plans, and other images ensuring brand standards are met
• Promote and maintain a positive working environment in alignment with Kidder Mathews values
• Partner with IT to provide onsite support and/or set up of computers, phones, and IT systems
• Supervise the maintenance of office equipment, including copiers, postage machine, etc.
• Process sign requests, manage billing including allocations and reconciliations, ensuring accuracy
• Maintain safe working environment by ensuring all safety procedures set forth by the Kidder Mathews Safety Committee and building PM are followed
• Use various mapping and demographic software applications to run reports and create maps, aerials, and presentations
• Approve relevant invoices ensuring accuracy
• Responsible for office facilities and day-to-day operations (such as distributing building access keys, back-up to security access cards and furniture, etc.)
• Act as liaison between office and building management
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities
• Approve timecards and time off requests for direct reports and Broker Assistants, ensuring accuracy
• Become proficient with the specific duties of all positions to be able to fill in as needed
• Partner with director supervisor to plan and manage office construction and moves as required
• Partner with direct supervisor and Human Resources on employee concerns
• Oversee the reception and common areas to ensure effective telephone and mail communications both internally and externally to maintain professional image
• Recruitment, onboarding, supervision, scheduling, training, development, evaluation, and disciplinary action for a team of marketing and administrative professionals
• Ensure office is clean and maintains a professional presentation
• Manage office materials supply inventories ensuring the office is stocked but not in excess (office supplies, bathroom supplies, kitchen supplies, coffee service, etc.)
• Partner with VP/Director/Manager of Brokerage Operations to make relevant office decisions (inclement weather or emergency closings, etc.)

Requirements

• Ability to work with minimal supervision, know when to ask questions, and lead by example
• At least 2 years previously office management and/or supervisory role
• Strong Adobe Creative Suite program skills (InDesign, Photoshop, Illustrator, and Acrobat)
• While performing the duties of this job, the employee is regularly required to talk and hear. This position is often active and may require standing, walking, bending, kneeling, stooping and crouching. The employee must sometimes lift and/or move items up to 50 pounds with the assistance of hand truck or dolly. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus.
• Ability to type a minimum of 65 wpm
• Highly accurate, attentive, and detail-oriented
• 5+ years related experience
• High School Degree or equivalent required, Bachelor’s degree or a combination of education and experience preferred
• Demonstrated high skill with editing, and utilizing proper grammar and spelling
• Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients
• Ability to handle Broker and Employee information with high level of confidentiality and professionalism
• Excellent communication skills to be able to function in a team environment to work a project through to completion
• Demonstrated leadership skills with an aptitude and willingness to effectively train others
• Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment
• This is a standard office environment with standard office noise like talking, office equipment, etc.
• Ability to speak, write and understand English with excellent grammatical, oral and written communication skills
• Polite and professional communication, telephone etiquette, and professional appearance
• Ability to take ownership of assigned tasks with high level of initiative
• Demonstrated high level of initiative in utilizing recourses to execute tasks and solve problems with strong troubleshooting skills
• Able to function in a team environment, utilizing resources to execute tasks and solve problems
• Strong MS Office skills (Word, Outlook, PowerPoint, Excel)

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance