Job Title
Office Manager
Job Description Summary
Position Summary: The Office Manager is responsible for managing local office support operations for commercial services within a specified market. This role will ensure that administrative and operational functions are provided to local offices in an efficient and effective manner. The Office Manager will provide management oversight for Office Coordinators in their own office. They will work closely with the Director of Market Operations, Managing Principal and fee-earner(s) within the market to provide the support and implement strategic initiatives.
Job Description
Essential Responsibilities:
• Provide formal leadership, mentoring and supervision to the administrative and office operations staff
• Creatively solve problems to ensure the market's offices operate in an efficient and effective manager
• Collaborate with counterparts in other markets to learn and utilize best operational practices
• Evaluate and document innovative service delivery options and share insights across markets
• Coordinate and distribute work between Director of Market Operations and Administrators, if roles exist within local office
• Support sales and transactions by tracking all listings and signs
• Work with Director of Market Operations to draft and finalize budget (revenue and expenses)
• Solicit input from service line, fee-earners and market leads at pre-budget meetings regarding recent wins, pipeline activity, anticipated recruiting and attrition, capital spend, etc.
• Ensure CRM system is updated regularly and within compliance
• Manage purchasing and maintenance of office supplies and office equipment by ordering through Worday, procurement or outside vendor
• Negotiate vendor bids, contracts, and pricing
• Enter all new vendors into Workday and cleanse data, if required
• Oversee mail room operations and staff, office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
• Provide oversight for recruiting, onboarding, performance management, employee coaching, counseling and policy adherence in conjunction with HR
• Track broker licenses, professional memberships, and educational requirements and follow up with fee-earners on any delinquencies or upcoming actions required
• Review and approve expense reports
• Oversee any events and conferences within the market
• Manage budget, firm brand, marketing, and PR
• Performs other related duties as required or requested
Key Competencies:
• Ensure to project and process management
• Proven ability in conflict resolution
• Excellent written, oral, and presentation skills
• Strong Microsoft Office Suite skills
• Knowledge of the real estate industry and business model
• Ability to plan, organize, and manage processes
• Professional demeanor and appearance with ability to handle confidential/sensitive information with discretion
Education:
• Bachelor's Degree preferably in Business, Finance or Real Estate
Important Experience:
• 5-10 years of administrative support experience
• 2+ years of executive level support experience preferred
