Office Manager

Get AI-powered advice on this job and more exclusive features. Direct message the job poster from ABR Capital Partners About Us At ABR, we think that wisdom lies in knowing what to do next, and virtue is in doing it. We ask a lot of questions. We look at every angle. Seeing the big picture and knowing when to sit tight and when to take action is key to our success. We adhere to a consensus approach to strategic decisions that is based on a disciplined due diligence process that measures risk against the likelihood for optimized returns on each investment. We anticipate growth opportunities in times of change and disruption and provide the resources and strategies necessary to capitalize on those opportunities. Description The Office Manager ensures smooth day-to-day operations of ABR’s headquarters, serving as the primary contact for building logistics and safety, providing notarial and administrative support to the Legal and Accounting teams, and delivering high-quality administrative and investor services support to the Investor Relations/Investment Management team. This role is equal parts hospitality, compliance, and coordination, keeping the office running flawlessly while supporting time-sensitive investor and legal workflows. Requirements Key Responsibilities COPT Building & Facilities Coordination Act as the primary contact for all building alerts, announcements, and tenant operations related to ABR. Coordinate new-hire building onboarding (access cards, garage parking assignments, required waivers). Lead tenant evacuation and Life Safety procedures; maintain all required documentation (e.g., certificates of insurance, waivers, life-safety forms) per building protocol. Manage parking validation coupons for 30 Light Street. Use Datawatch (Direct Access) portal for access management and reporting. Submit and track tenant work orders via Maximo. Attend COPT Town Hall meetings and communicate key updates to ABR stakeholders. Maintain a clean, orderly, and well-stocked office suite; ensure employee safety concerns are addressed promptly. Initiate the annual ABR holiday schedule based on the NYSE calendar. Plan and coordinate monthly all-employee luncheons and quarterly corporate events. Professionally field incoming business calls, including remote call coverage on Flex-Fridays; administer phone system routing/changes for Flex-Fridays. Manage breakroom and coffee supplies (e.g., Guernsey) and maintain office snacks. Organize bi-annual American Red Cross CPR/AED training sessions. Manage digital and print newspaper subscriptions. Purchase holiday gifts for office/building day laborers and host the annual holiday tree-trimming event. Administer petty cash (gratuities, ice, gift cards, etc.) with accurate logs and reconciliations. Coordinate hospitality (flowers, care packages) upon request. Ensure poster guard labor law postings remain current and compliant. Order ABR stationery (e.g., labels, business cards, notepads via Hillendale Press). Maintain vendor accounts (e.g., PRIMO Brands, Rolling Green, Guernsey, Shred-It) and oversee on-site service scheduling. Manage stored partnership files and off-site storage requests. Report, coordinate, and track office and equipment repairs to resolution. Monitor security camera for front-desk activity (guests, vendors, contractors) and oversee guest parking accommodations. Investment Management / Investor Relations Support Process investor account changes accurately and promptly. Enter new and existing subscription agreements and investor commitments in Yardi Investment Manager. Create initial account setups for investor transfer requests. Prepare stop payment/reissue forms as requested. Prepare fund valuation letters as requested. Coordinate distribution of annual Schedule K-1s and privacy notices (mailing and electronic). Distribute audited financial statements with transmittal letters (mail and electronic). Mail Capital Call letters when applicable. Legal & Compliance Support Notarize legal documents for the Legal team. Prepare and file entity dissolutions with applicable Secretaries of State. Conduct annual investor/business searches to support Anti-Money Laundering diligence (U.S. Department of the Treasury). Prepare and track FedEx/UPS shipments; manage shipping supplies and logs. Qualifications 4+ years in office/facilities coordination, executive administration, or investor/legal operations support; experience in financial services, real estate, or professional services preferred but not required. Active Notary Public commission (or ability to obtain within 60 days of hire). CPR/AED certification a plus (or willingness to obtain). Proficiency with Microsoft 365 (Outlook, Excel, Word, Teams), Yardi Investment Manager (or comparable investor/CRM platform), Datawatch (Direct Access), Maximo, and Pitney Bowes postage systems. Ability to learn new platforms quickly. Familiarity with life-safety procedures, certificates of insurance, and basic AML diligence workflows. Exceptional organization, attention to detail, and follow-through; professional communication and client service mindset; vendor and project management; ability to prioritize and meet deadlines across multiple stakeholders. Discreet with sensitive information; reliable, proactive, and hospitality-oriented; comfortable supporting leadership and interfacing with both investors and external partners. On-site role at ABR’s office Monday - Thursday, offsite flex on Friday; requires in-office presence for facilities coordination, mail, and visitor management. Flex-Friday call coverage from home as scheduled; responsible for phone routing/changes in advance. Occasional early/after-hours support for events, deliveries, life-safety drills, or time-sensitive investor/legal mailings. #J-18808-Ljbffr