Office Manager

Office Manager

The Office Manager is a key position in our organization, leading a graphics and marketing team, and running operations for our high-profile commercial real estate office. The Office Manager is responsible for the team's daily workflow and the overall office activities including reception, mail, and purchasing requests. They oversee facilities projects such as internal office moves and making arrangements for office meetings/events. They interact closely with Corporate Marketing and collaborate with other Kidder Mathews Office Managers and departments. They exemplify Kidder Mathews' highly professional image and take pride in delivering a first-class experience for clients, brokers, and employees. They strive to make Kidder Mathews one of the best places to work by setting the example each day with their professionalism and positive energy.

Essential Functions

• Recruitment, onboarding, supervision, scheduling, training, development, evaluation, and disciplinary action for a team of marketing and administrative professionals
• 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
• Use various mapping and demographic software applications to run reports and create maps, aerials, and presentations
• Become proficient with the specific duties of all positions to be able to fill in as needed
• Provide coaching, direction, and leadership to employees in order to achieve company and client results
• Promote and maintain a positive working environment in alignment with Kidder Mathews values
• Approve timecards and time off requests for direct reports and Broker Assistants, ensuring accuracy
• 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
• Ensure office is clean and maintains a professional presentation
• Approve relevant invoices ensuring accuracy
• Process sign requests, manage billing including allocations and reconciliations, ensuring accuracy
• Partner with IT to provide onsite support and/or set up of computers, phones, and IT systems
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities
• Supervise the maintenance of office equipment, including copiers, postage machine, etc.
• Responsible for office facilities and day-to-day operations (such as distributing building access keys, back-up to security access cards and furniture, etc.)
• Manage office materials supply inventories ensuring the office is stocked but not in excess (office supplies, bathroom supplies, kitchen supplies, coffee service, etc.)
• Create and organize office events for team building and employee engagement
• Maintain safe working environment by ensuring all safety procedures set forth by the Kidder Mathews Safety Committee and building PM are followed
• Partner with director supervisor to plan and manage office construction and moves as required
• Act as liaison between office and building management
• Partner with VP/Director/Manager of Brokerage Operations to make relevant office decisions (inclement weather or emergency closings, etc.)

Other Functions

• Perform other duties or projects as requested.

Essential Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Knowledge

• Strong Adobe Creative Suite program skills (InDesign, Photoshop, Illustrator, and Acrobat)
• Strong MS Office skills (Word, Outlook, PowerPoint, Excel)

Skills & Ability

• Demonstrated leadership skills with an aptitude and willingness to effectively train others
• Demonstrated high skill with editing, and utilizing proper grammar and spelling
• Demonstrated high level of initiative in utilizing recourses to execute tasks and solve problems with strong troubleshooting skills
• Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients
• Motivated and pro-active in maintaining and developing skillset
• Ability to work with minimal supervision, know when to ask questions, and lead by example
• 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 multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment
• Highly accurate, attentive, and detail-oriented
• Able to function in a team environment, utilizing resources to execute tasks and solve problems
• Ability to type a minimum of 65 wpm
• Excellent communication skills to be able to function in a team environment to work a project through to completion
• Ability to take ownership of assigned tasks with high level of initiative
• Ability to handle Broker and Employee information with high level of confidentiality and professionalism

Education-Certification

• High School Degree or equivalent required, Bachelor's degree or a combination of education and experience preferred

Experience Required

• 5+ years related experience
• At least 2 years previously office management and/or supervisory role

Supervisory Responsibilities

• Office Manager supervises the brokerage staff of their office which includes marketing and administrative professionals.

Work Environment

• This is a standard office environment with standard office noise like talking, office equipment, etc.

Physical Demands

• 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.