Office Manager

JOB SUMMARY

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.

• 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
• 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.)

• P erform other duties or projects as requested.

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…