THE OPPORTUNITY – About GY Properties

GY Properties is a U.S. real estate company headquartered in Philadelphia, PA, specializing in acquisition, development, construction and in-house management of multifamily residential properties and high-end residential condominiums. GY Properties has been doing business for more than 25 years in the Philadelphia region.

At GY Properties our mission is to create homes and communities by focusing on location, wellness, and innovation for our residents and investors. Our core values include treating our residents, employees, and investors with respect and honesty, being accountable, innovating, and working together inclusively.

POSITION SUMMARY

We are looking for a very tech-savvy Office Manager to serve as the point person orchestrating all administrative and tech-support matters in the office. You will be heavily involved in the smooth running of the office and assisting in improving company procedures and day-to-day operations. In this role you will be the first line of contact for employee IT issues, directing them to internal troubleshooting reference materials or to our outside IT Support vendors. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Your responsibilities may include answering phones and directing calls, planning meetings and events, making office supplies arrangements, greeting visitors, providing general administrative support throughout the office, and managing relationships with vendors for all IT, including phone, internet, and other technical services. You should have experience utilizing Microsoft 365 and be able to accurately handle administrative duties and being a limited resource to employees for OneDrive, SharePoint, and Teams.

Previous experience as a Front Office Manager and back-end knowledge of Microsoft 365 would be an advantage.

PRIMARY RESPONSIBILITIES

• First point of contact to greet callers and visitors.
• Serve as the point person for administrative and clerical duties including: coordinating maintenance, mailing, supplies, equipment, bills, errands, shopping, and employee communication
• Distribute incoming mail and packages to the correct recipient, and scanning/filing mail as needed.
• Maintain the office condition and manage arrangement of necessary repairs.
• Organize the office layout and order stationery and equipment, staying within budget.
• Manage office and equipment setup and parking arrangements for new hires when notified by Human Resources of onboarding.
• Responsible to coordinate, plan, and lead technology related activities:
  • Primary point of contact in the office for resolution of IT and VOIP issues that can be addressed in-house, and/or contacting outside vendors for resolution.
  • Manage contract and price negotiation with outsourced IT and VOIP service providers, presenting quotes and making suggestions to company leadership for organizational adoption of new or changing technologies.
  • Tracking employee IT equipment and software licenses in conjunction with Human Resources.
  • Research and identify ways to maintain and improve company’s IT security.
  • Responsible for other technology-related activities which may occur within the organization.
• Coordinate with Accounting to ensure that all office expenditures are invoiced and paid on time.
• Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
• Organization and tracking of office inventory, to minimize waste and maximize efficient and effective spending.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Manage office General and Administrative budget, ensure accurate and timely reporting.
• Liaise with facility management vendors, including cleaning, catering, parking, and security services.
• Schedule meetings, appointments, and events.
• Plan in-house or off-site activities, such as parties, celebrations and conferences
• Other duties as assigned.
• Manage finance reporting, financial tracking, and budgets for all group entities.
• Oversee financial aspects of acquisitions and sales.
• Manage bank relations and communication with lenders.
• Ensure timely and accurate completion of group entities' annual tax returns.
• Participate in debt structuring.
• Lead projects related to systems, implementations, and new technologies.
• Provide leadership and supervision to the Finance and Accounting department, including
  • Recruiting, selecting, orienting, and training new employees.
  • Communicating expectations, monitoring job results, and providing feedback to encourage personal growth and development.
  • Fostering a positive working environment that promotes teamwork
  • Modeling leadership and staff development to cultivate new leaders within the organization.
• Perform other assigned duties as necessary.

MINIMUM REQUIREMENTS

• Adherence to the company's mission and values in all aspects of the job.
• Proven experience as a Receptionist, Administrative Assistant, Front office manager, or General office manager
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Proficiency in Microsoft products, including but not limited to: SharePoint, Teams, OneDrive, Outlook, Excel, and Word.
• Hands on experience with office machines (e.g. fax machines and printers)
• High school diploma; additional administrative or secretarial credentials preferred.
• Excellent communication and interpersonal skills, with the highest level of integrity.
• Highly motivated with a strong desire and ability to learn quickly.
• Responsive and open to feedback and growth.
• Effective communication with all stakeholders, including employees, management, and other departments.

PREFERRED SKILLS

• Real estate development, acquisition, and/or property management industry experience.
• Superior IT/Technical know-how, with the ability to share that knowledge effectively with end-users.
• Candidates with credentials in secretarial or office administration and/or information technology will be given preference.

SALARY AND BENEFITS

The compensation for this position ranges from $22-24/hour commensurate with qualifications and experience. This full-time position is not exempt from overtime pay under federal and state wage and hour laws, which means that it is eligible for overtime time pay for hours worked in excess of 40 in a given workweek. GY Properties offers a highly competitive compensation package that includes medical, dental and vision insurance, a 401(k)-retirement company matching program, generous vacation and paid time off, an employee referral program, complementary employee parking, and opportunities for continuing education and training.

GY Properties currently requires the COVID-19 vaccination for all employees, other than those with religious or medical exemptions. This is a full-time in-office position.

Join our dynamic management team! If you are a motivated individual with a passion for managing the finances of multifamily real estate assets and a team player, we would love to hear from you. Apply today!