Office Manager

JOB SUMMARYThe 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 professionalsManage 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 standardsUtilize Photoshop and Illustrator to edit and enhance property photographs, floor plans, and other images ensuring brand standards are metUse 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 neededProvide coaching, direction, and leadership to employees in order to achieve company and client resultsPromote and maintain a positive working environment in alignment with Kidder Mathews valuesApprove timecards and time off requests for direct reports and Broker Assistants, ensuring accuracyPartner with direct supervisor and Human Resources on employee concernsOversee the reception and common areas to ensure effective telephone and mail communications both internally and externally to maintain professional imageEnsure office is clean and maintains a professional presentationApprove relevant invoices ensuring accuracyProcess sign requests, manage billing including allocations and reconciliations, ensuring accuracyPartner with IT to provide onsite support and/or set up of computers, phones, and IT systemsSupervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilitiesSupervise 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 engagementMaintain safe working environment by ensuring all safety procedures set forth by the Kidder Mathews Safety Committee and building PM are followedPartner with director supervisor to plan and manage office construction and moves as required

Act as liaison between office and building managementPartner 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 othersDemonstrated high skill with editing, and utilizing proper grammar and spellingDemonstrated high level of initiative in utilizing recourses to execute tasks and solve problems with strong troubleshooting skillsCustomer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clientsMotivated and pro-active in maintaining and developing skillsetAbility to work with minimal supervision, know when to ask questions, and lead by exampleAbility to speak, write and understand English with excellent grammatical, oral and written communication skillsPolite and professional communication, telephone etiquette, and professional appearanceAbility to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environmentHighly accurate, attentive, and detail-orientedAble to function in a team environment, utilizing resources to execute tasks and solve problemsAbility to type a minimum of 65 wpmExcellent communication skills to be able to function in a team environment to work a project through to completionAbility to take ownership of assigned tasks with high level of initiativeAbility 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 experienceAt 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.