Office Manager

Jamestown

JOB DESCRIPTION

POSITION/LEVEL: Office Manager FLSA STATUS: Exempt

DATE: June 2026

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK:

The Office Manager performs a variety of administrative and facilities management functions to ensure functionality of the environment by integrating people, place and technology. The Office Manager provides executive level administrative support to senior leaders of the Asset Management team. The Office Manager promotes the firm’s culture and serves as a liaison between the corporate headquarters and the local office on various initiatives.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

• Three or more years of progressively responsible experience; or,
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

ESSENTIAL JOB FUNCTIONS:

• Responsible for controlling the day-to-day operations of the office, meeting employee ergonomics requirements, and overseeing the coordination and operation of building space allocation.
• Provides direct administrative support to the Asset Management team, including the Director and SVP.
• Manages complex calendars: schedules meetings, coordinates travel, prepares itineraries and expense reports.
• Serves as the primary point of contact for AM team: screens communications, drafts correspondence, and maintains confidentiality.
• Prepare materials for AM Meetings: agendas, briefs, presentations, reports, and meeting minutes; tracks action items.
• Manages conference room calendars, sets up audio/video conferencing, and orders and sets up catering.
• Supervises the activities of all outside contractors working within the office.
• Coordinates with Information Technology and building staff to facilitate a team based approach, combining expertise and manpower for the completion of projects.
• Processes invoices related to corporate and property projects and services in Nexus.
• Plans and organizes corporate, client and employee events to include business meetings, client dinners, and employee social gatherings.
• Maintains and distributes office supplies.
• Routinely spot checks office for cleanliness, facility repairs, or general maintenance.
• Performs general maintenance of the facility and office equipment, such as refilling printer paper or changing ink cartridges.
• Responds to questions, requests, or problems or directs to appropriate person/department.
• Opens, sorts, and distributes mail and various documents; prepares and processes outgoing mail, mass mailings, package pickup etc.; determines appropriate routing for correspondence.
• Formats and types letters, memos, forms, labels, agendas, notices, reports, requests for proposals, news releases, contracts or other correspondence on a computer or typewriter and proofs correspondence and related documents of staff.
• Maintains database(s) and/or tracking logs related to department functions or activities; enters data or verifies information for accuracy; updates database(s) as needed; prints reports; files or submits documents/reports to appropriate department or director/manager.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of and Skills in:

• Facilities operation.
• Administrative principles, concepts, practices, and procedures.
• Proficient with Microsoft 365, Zoom, Teams, and expense/travel tools (Concur).
• Department organization, standard operating guidelines and policies, rules, and regulations.
• Comfort working in a small office >20 people