Description

The Office Manager is responsible for the smooth and efficient operation of the construction and maintenance scheduling and office functions for a commercial real estate company while providing excellent customer service to tenants. Previous scheduling experience is a plus. This is a fast-paced and detail-orientated position that keeps the work orders, supply deliveries and construction projects work moving. This individual is highly motivated, with very good organization, technical and communication skills.

Requirements

The Office Manager must be highly organized and detailed oriented. 

Responsibilities are as follows:

• Regularly communicate with the Project Managers to coordinate workflow, schedules, and status updates
• Act as a primary point of contact for Tenants and sub-contractors
• Code, approve, and submit vendor invoices for payment
• Maintain all job folders within designated file structures
• Responsible for contacting subcontractors for documentation follow-up and tracking all project documentation on a tracking spreadsheet
• Run weekly reports and communicate with project team
• Coordinates supplies needed for job sites
• This role interacts with internal team members, subcontractors, clients, and vendors

Skills and Abilities should include:

• Ability to utilize software programs and assist the Operations Manager, Building Managers, and contractors with administrative tasks such as document creation
• Organizational skills in order to juggle multiple projects with accuracy and timeliness
• Strong interpersonal skills, friendly and outgoing
• Adept at multi-tasking while remaining calm and poised under pressure
• Collaborative with the team and also independently to accomplish the tasks assigned

The Office Manager's experience must consist of at least the following:

• High School Diploma or equivalent
• At least four years of related experience in a customer/client serving role, preferably in commercial maintenance or with a subcontractor
• Proficient in the use of technology and Microsoft Office applications such as Word, Outlook, Excel, SmartSheets, and DropboxSign