Office Administrator

The Office Manager is responsible for the day-to-day administrative and operational support of the office across two floors, ensuring a smooth and efficient work environment. This role serves as the "Director of First Impressions" and requires a highly organized, proactive individual with excellent interpersonal and problem-solving skills. The Office Manager provides exceptional support to staff and management, while also assisting departments such as Marketing, Research, and HR.

• Front Desk Leadership: Greet all clients and visitors in a prompt, friendly, and efficient manner; manage phone systems, including assisting potential clients in locating the appropriate brokers.
• Digital Navigation: Maintain a desktop "favorites" guide (including the Partners Real Estate listings page) to assist visitors and ensure seamless coverage during breaks.
• Lobby Maintenance: Ensure the lobby remains organized and polished throughout the day.
• Internal Communications: Responsible for internal communications regarding the office building.

• Standard of Cleanliness: Maintain all kitchens, reception areas, supply rooms, and coffee bars. Perform kitchen walkthroughs in the morning and evening to ensure counters stay clean and stocked.
• Refreshment Management: Prepare coffee, stock fridges, and manage the loading/unloading of dishwashers. Manage service requests for kitchen equipment.
• Building Liaison: Serve as the primary point of contact for property management; manage work requests for clean-ups or maintenance needs.
• Safety & Security: Oversee office safety and security measures, including managing new hire badge access and parking forms.

• Meeting Room Reset: Ensure conference rooms are stocked, and surfaces are wiped down between meetings. Ensure blinds are pulled up if lowered during sessions.
• Catering & Logistics: Plan and coordinate office events; order meals for meetings and perform a full cleanup/strike of the room once meals are finished.
• Scheduling: Manage conference room calendars and provide specific support for Board and Partner meeting needs.

• Inventory & Supplies: Manage office supplies (ink, paper, desk supplies) and equipment to ensure adequate inventory within budget (or approved outside of budget). Coordination with other offices.
• Printer Area Audits: Check printer stations twice daily (AM/PM) to discard abandoned papers, organize materials, and refill candy bowls.
• Mail Operations: Handle daily mail retrieval, sorting, stamping, and distribution. Manage the 3:00 PM mail pickup and drop-off.
• HR & Records: Maintain Partner Excel Sheet Contact List (Partners Connect).
• Scheduling: Travel coordination and scheduling assistance (as needed)

• New Hire
  
  Experience:
  
  Coordinate badges, access cards, welcome materials, and first-day greetings
• Special Events: Support planning and execution of firm events (golf tournaments, gongs, awards, etc.)
• Culture Champion: Positively represent the firm’s culture through daily interactions with employees and brokers
• Social & Office Events: Partner with Office Managers to plan and support internal social events

• High school diploma or equivalent required;
  Associate’s or Bachelor’s degree preferred
• At least 2 years of experience in an Office Manager or similar administrative role
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• A positive, high-energy mindset with strong verbal and written communication skills
• A professional, approachable communication style with teammates and clients
• Strong attention to detail and pride in accuracy
• Confidence managing multiple priorities and deadlines in a fast-moving environment
• Comfort working independently while collaborating closely with a team
• A service-oriented mindset and genuine enjoyment of supporting others
• Reliability, punctuality, and follow-through you can be counted on
• Comfort operating in a fast-paced, dynamic office environment
• Ability to occasionally lift or move boxes

• Be part of one of the…