Office Manager

The Office Manager coordinates the day-to-day operations of the office, ensuring that it functions effectively and efficiently. The incumbent is a pivotal member of that regional team with a broad range of responsibilities including facilitating internal and external communication, invoice processing, contract management, coordinating local marketing activities, and managing the administrative function.

• Work with Van Trust team as well as general and sub-contractors to distribute, track, and expedite construction contracts and consultant agreements
• Process payment applications and lien waivers by reviewing for accuracy and ensure accordance with contracts
• Obtain and review vendor insurance certificates for accuracy and maintain current coverage
• Create and maintain Emergency Call Trees for all active construction projects

• Coordinate with corporate marketing function to ensure that all marketing materials present the Van Trust brand consistently and follow corporate brand standards
• Manage special events outside the office including job site lunches, broker activities, appreciation dinners, etc.
• Edit and produce marketing materials in InDesign and Power Point
• Prepare marketing materials/packages including maps, aerials, marketing pieces, flyers, etc.
• Produce and assemble materials and documents needed for meetings and presentations
• Contact internal and external resources for information used to create surveys and reports
• Work with appropriate contacts to maintain internet sites for project properties
• Support development team in utilizing Outlook and other data entry and maintenance for the purposes of direct marketing and relationship development
• Provide research via online, offline and third-party resources and provide industry-related news, as needed

• Maintain regular contact and coordination with headquarters Corporate Services Director in order to implement and manage administrative systems accurately and consistently
• Process and track invoices and check requests
• Document management:
  Maintain project files, including hard copy and electronic contracts, invoices, insurance certificates, lien waivers, and W9’s
• Coordinate travel arrangements upon request
• Prepare expense reports for staff quarterly
• Produce timely and accurate reports and other documents as needed
• Manage front-of-office:
  • Greet visitors, answer telephone and direct incoming calls; provide company and project-specific information as requested
  • Provide refreshments for guests and meetings; coordinate lunch orders/catering for office events and meetings
  • Handle incoming/outgoing mail and shipping
  • Maintain inventory of office supplies and place orders when necessary
  • Act as liaison with building property management
  • Ensure knowledge of staff movement in and out of the office

• Bachelor’s degree preferred
• Minimum of 3 years in an office administration role
• Real estate background preferred
• Detail-oriented and thorough
• Proficient in Microsoft Word, Outlook, Excel, and Adobe Creative Suite (mainly InDesign, Photoshop, and Illustrator)
• Familiarity with basic accounting principles, including processing invoices
• Works well with the occasional stress of managing multiple tasks and demands
• Capable of maintaining a calm, courteous, and professional demeanor at all times
• Able to learn new tasks quickly
• Key
  
  Competencies:

• • Excellent written, verbal and interpersonal communication skills
  • Professional personal presentation
  • Customer service orientation
  • Self-motivated
  • Responsible, dependable, and ethical with sound judgment
  • Very strong team orientation with focus on collective success