Office Operations Administrator

This full-time position is part of a company that values integrity, respect, teamwork, balance, and leadership. The company believes in the success of its clients as a measure of its own success and is committed to upholding these core values in all aspects of its operations.

Position Overview: The Office Administrator will be responsible for the financial administration, personnel on/off-boarding, facilities management, real estate licensing compliance, and serving as an interdepartmental liaison. This role will support multiple offices in various states and may require minimal travel. Additionally, the role will involve participation in national and local initiatives and projects, ensuring compliance with corporate guidelines and company policies.

Principal Responsibilities:

Financial Management:

• Monitor expenses and approve vendor invoices in the online A/P system.
• Prepare, review, and submit personnel expense reports.
• Approve online vendor orders and ensure contract items are utilized.
• Conduct a detailed review of monthly Profit & Loss Statements, providing explanations for variances.
• Prepare and implement the annual budget, ensuring cost containment procedures are maintained.
• Research to accurately forecast expenses for supported offices.
• Assist in forecasting and documenting revenue for each broker.

Human Resources:

• Facilitate the on- and off-boarding of personnel.
• Review and approve timesheets and time off requests in the payroll system.
• Communicate and coordinate company policies and procedures, ensuring their implementation.
• Serve as the office point-of-contact and resource person.
• Hire temporary staff as needed.

Facilities Management:

• Coordinate facility needs with property management, including lease renewals, parking, mail service, and other office issues.
• Order, organize, or facilitate office supplies, branded items, and kitchen supplies.
• Evaluate equipment, furniture, and off-site storage needs and facilitate acquisitions.
• Organize and facilitate office moves and remodels as needed.

Licensing and Legal:

• Ensure state and broker real estate licensing compliance.
• Negotiate local vendor contracts if needed.
• Liaise with attorneys for contractual and local office issues.

Interdepartmental Liaison:

• Accounting: Ensure all A/P and budget items are processed appropriately.
• Human Resources: Coordinate on- and off-boarding personnel with multiple HQ departments and facilitate training of new personnel on standards for systems, databases, and procedures.
• Information Technology: Facilitate new equipment, technology initiatives, policies, and procedures at the local office level to ensure operational effectiveness.

Qualifications:

• Minimum three years of commercial real estate and/or office management experience required.
• Minimum five years of professional experience required; bachelor’s degree preferred.
• Knowledge and experience with financial terms and principles required.
• Strong MS Office skills (Outlook, Excel, and Word skills will be tested).
• Analytical skills required, with the ability to drill down, figure things out, and provide solutions (logic and reasoning skills will be tested).
• Superior attention to detail and follow-through.
• Essential organizational and efficiency skills.
• Excellent verbal and written communication skills; ability to interact effectively with all levels of the organization.
• Ability to multi-task in a fast-paced work environment.
• Ability to manage multiple projects, prioritize tasks effectively to meet deadlines.
• Ability to work independently and thrive in a team environment with a team-player attitude.

Core Beliefs:

• Integrity: Uncompromising individual and corporate integrity.
• Respect: Valuing each person and embracing diverse perspectives.
• Teamwork: Collective efforts yielding extraordinary results.
• Balance: A productive team balances family, faith, community, and self.
• Leadership: Success relies on attracting and motivating leaders of character.

This position offers an opportunity to be part of a dynamic team where your contributions will directly support the achievement of the company’s objectives and the success of its clients.