Office Manager
Cushman & Wakefield

Job Info

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Job Title
Office Manager
Job Description Summary
Responsible to manage and coordinate the administrative activities for multiple offices, to include overseeing brokerage and operations staff. Interface with internal and external parties with respect to highly sensitive issues on behalf of the Managing Principal, Operations Director, Regional Managing Principal, and/or other Executives in the office.
Job Description

Manage Office Operations

• Creatively solve problems to ensure the market's offices operate in an efficient and effective manner
  
• Provide formal leadership, mentoring and supervision to the administrative and office operations support staff
  
• Organize, assist, oversee and lead internal meetings and events
  
• Collaborate with counterparts in other markets to learn and utilize best operational practices
  
• Evaluate and document innovative service delivery options and share insights across markets
  
• Ensure that education, credentials and licensing of staff is current
  
• Responsible for partnering with talent acquisition on all recruiting and onboarding
  
• Lead performance management, employee coaching, counseling and policy adherence in conjunction with HR
  
• Take timely action with Human Resources to correct unsatisfactory conditions or performance issues
  
• Oversee mail room operations and staff (i.e., mail sorting, postage machine, fax machines)
  
• Oversee office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
  
• Ensure corporate standards and internal company processes and systems are leveraged
  
• Act as a role model and mentor for the office staff
  
• Coordinate and distribute work between Broker support and Administrators if roles exist within local offices
  

Support Sales and Transactions

• Track all listings and signs
  
• Work with sign vendor
  
• Track listing expirations and work with fee-earners, staff, Project Coordinator, and sign vendor to take action on expired listings
  

Track Listings and Deal-Related Expenses

• Enter and update opportunity information in CRM system according to prescribed guidelines
  
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
  
• Track expense budgets for all deals and escalate concerns toManaging Principal and Regional Director of Operations, as needed
  

Vendor Management / Administration

• Oversee and manage purchasing of office supplies and office equipment (i.e., furniture, IT equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement, or outside vendor
  
• Solicit and negotiate vendor bids, contracts, and pricing
  
• Enter all new local vendors into Workday and cleanse data, if required
  

Coordinate Events and Conferences

• Oversee any events and conferences within the market
  
• Manage budget, firm brand, marketing, and PR
  

Recruiting/Hiring/On-boarding Staff

• Work with HR to develop job descriptions for identified openings
  
• Manage employees and delegate workflow
  
• Prepare and deliver annual performance reviews and KPI's
  
• Work in conjunction with HR on performance issues
  
• Ensure compliance with record keeping and policy adherence
  

Other Administrative Duties

• Track broker licenses, professional memberships, and educational requirements and follow up with fee-earners on any delinquencies or upcoming actions required
  
• Oversee on-boarding for new employees, including desk set up, telephone equipment, computer, etc. as well as termination activities for departing employees (collecting keys, equipment, etc.)
  
• Work with Regional Director of Operations on business continuity issues such as emergency plans
  
• Coordinate any moves by designing seating plan and work with Building Services team to accomplish relocations, lease renewals, etc.
  
• Work in conjunction with IT, Real Estate and management on all moves
  
• Manage required adjacencies, anticipated recruiting, and attrition
  
• Track vacancy and utilization metrics within office
  
• In the absence of an Administrator role within the office, perform administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier, submitting maintenance requests (See also Administrator / Senior Administrator job profiles for more information)
  
• May be required to provide interim support for brokerage coordinator/specialist duties as necessary
  

Demonstrated experience should include:

• Bachelor's degree or equivalent experience
  
• 5+ years of administrative support experience
  
• 2+ years of executive level support experience
  
• 3+ years of people management experience
  
• Operations/Office Management experience is a plus
  
• Proficiency with Microsoft Office Suite
  
• Professional demeanor and appearance with ability to handle confidential/sensitive information with discretion
  
• Excellent communication skills
  
• Ability to effectively work with vendors, employees, and management to ensure the smooth operation of the administrative functions of the office
  
• Exposure to project and process management
  
• Proven ability in conflict resolution
  
• Knowledge of the real estate industry and business model
  
• Knowledge of Salesforce, Workday and budgeting software
  
• Knowledge of HR practices, including recruitment, interviewing, hiring, employee relations, and staff development
  

Note: This position requires compliance with our COVID related protocols, which may also include client-specific requirements. This might include, but is not limited to, either providing documentation of full vaccination as per CDC guidelines or agreeing to regular COVID testing.

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

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