Administrative Office Manager

Job Description

Job Description

Office Manager Role

Position Overview:

We are seeking an EXTREMELY organized, detail-oriented, and proactive professional, ideally with a background in the Real Estate or Construction industry, who excels at working both independently and as part of a team, to join a leading Boston Real Estate development and management company. As the Office Manager, you will be responsible for overseeing the fast-paced day-to-day administrative and operational functions, ensuring smooth operations to support our team of professionals. This is an exciting opportunity for someone with strong organizational skills, a passion for problem-solving, and someone who can spearhead proper communication between the field teams, tenants, external stakeholders, vendors and the Principals. This role will act as the resourceful liaison between the company head and the field, managing budgets, accounting, handling documentation, coordinating with City Officials, Permitting process and maintaining compliance on all projects.

Key Responsibilities:

Document Management:

• Maintain and organize accurate records, both physical and electronic, for contracts, permits, invoices and other essential documents.
• Prepare, proofread, and format construction-related reports, accounting and contracts.
• Visit City/Town Hall and coordinate through the online portals to obtain and file proper documentation and permitting for projects in a timely manner.

Financial Tasks:

• Assist with invoicing, billing, and expense tracking for existing properties and construction projects.
• Monitor project budgets and assist in the preparation of financial reports, invoicing and AP.
• Liaison with the bookkeeper and CPA to accurately manage finances and accounting.
• Coordinate with vendors and suppliers regarding quotes, orders, and payments.

Property Management and Projects Coordination:

• Assist in the scheduling and tracking of construction project milestones and deadlines.
• Act as a bridge between tenants, field teams, office staff, and vendors, ensuring clear communication and efficient information flow.
• Managing tenant-landlord relationships.
• Communicate with project managers and field staff to ensure all administrative aspects of construction projects run smoothly.
• Accurately monitor received and pas due rents, update annual leases, security deposits, escrow accounts and LMR changes.

Team Support and Communication:

• Act as the central point of contact for internal and external inquiries.
• Foster positive relationships with clients, tenants, contractors, vendors, and subcontractors.
• Provide general support to the leadership team and help with ad-hoc tasks as needed.

Administrative Support:

• Coordinate calendars, scheduling and assist with organizing meetings and appointments for the team and trades.
• Handle correspondence, including phone calls, emails, and postal mail.
• Manage general office administrative functions, office supplies and inventory

Qualifications:

• Experience: 3+ years of experience in office management, preferably within the construction, real estate development, or similar industries. MUST HAVE A CAR and valid driver's license!

Skills:

• Ability to work in an extremely fast-paced environment and manage competing priorities
• Proficiency in MS Office Suite, Gmail and ability to type correspondences quickly and eloquently.
• Strong organizational and multitasking skills with attention to detail!
• Excellent verbal and written communication skills..
• Proven ability to proactively work independently and contribute as a collaborative team member.
• Familiarity with property management and construction-related terminology & processes is a plus.
• Strong problem-solving skills and ability to adapt to changing priorities.
• Proven ability to manage, track and organize invoicing and payments in a timely manner.
• A high degree of professionalism and confidentiality.
• Familiarity with Quick books a plus.  
• Compensation based on experience and qualifications, will be reviewed and evaluated at the half year mark.