POSITION SUMMARY:
The Office Manager plays a key role in supporting consistent, responsive, and well-coordinated office operations within the market. Partnering closely with the Market Leader and administrative support teams, this position helps manage day-to-day office operations, vendor relationships, administrative workflows, onboarding support, office resources, and core business processes. The role requires strong judgment, clear communication, discretion, accountability, and a continuous-improvement mindset to ensure team members have the structure, tools, and information needed to operate effectively.
POSITION ESSENTIAL FUNCTIONS:
- Partner with the Market Leader to support office operations, administrative coordination, and market-specific business needs.
- Work with Market Leader to manage broker licensing and listing agreements on behalf of the Managing Broker.
- Manage day-to-day office operations, including reception coverage, conference room coordination, supply management, office equipment, mail services, and shared office resources.
- Coordinate vendor relationships related to office operations, including supplies, equipment, facilities support, temporary staffing, and related services.
- Support new hire onboarding logistics, including workspace setup, equipment coordination, access requests, office orientation, and administrative readiness.
- Coordinate administrative support coverage, including vacation coverage, back-up planning, workload balancing, and reception support as needed.
- Help manage workflow, process consistency, and communication across administrative support team members.
- Identify and recommend improvements to office processes, administrative workflows, and support practices.
- Support office moves, seating changes, workspace planning, and light facilities coordination in partnership with market leadership and appropriate corporate teams.
- Maintain accurate office records, vendor files, support documentation, contact lists, equipment inventories, and standard operating information.
- Coordinate office meetings, market events, team gatherings, and employee engagement activities in alignment with market needs and budget expectations.
- Assist with office budget tracking, invoice coding, supply management, vendor expenses, and related administrative financial processes.
- Serve as a resource for team members by helping route questions, resolve operational issues, and connect employees with appropriate tools, resources, or corporate support partners.
- Support consistent communication between market leadership, administrative teams, and corporate service teams.
- Maintain confidentiality and exercise sound judgment when handling sensitive business, personnel, financial, or operational information.
- Participate in Office of Administration initiatives, best-practice sharing, process updates, and tool adoption efforts as requested.
POSITION REQUIREMENTS:
Education:
- Bachelor’s degree in either Business Management, Finance, Accounting or Communication/ Management related discipline, preferably.
Experience:
- Typically requires 3+ years of administrative, office management, business operations, or related experience.
- Experience in commercial real estate, professional services, property management, brokerage support, or a multi-office organization preferred.
Technical Skills:
- Intermediate to advanced proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
- Ability to maintain organized records, trackers, contact lists, process documentation, and support resources.
Personal Skills:
- Strong written and verbal communication skills.
- Sound judgment, discretion, and ability to manage confidential information.
- Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
- Ability to anticipate needs, solve problems, and follow through to resolution.
- Collaborative working style with the ability to build trust across teams and functions.
- Continuous-improvement mindset with willingness to identify better ways of working.
Salary Range: $80,000 - $85,000
WORK SHIFT:
LOCATION:
Chicago, IL
