Office Manager

2 weeks ago

Jacksonville, United States Franklin Street Full time

Franklin Street is currently seeking an Office Manager to join our team in Jacksonville, FL.


The ideal candidate must possess 2 or more years of experience in a commercial real estate business environment with administrative responsibility. Strong working knowledge of computer applications, such as Microsoft Office: Word, Excel, PowerPoint, Outlook, and SharePoint is required. Successful candidates for this role will possess a strong work ethic and the ability to hit set deadlines.


Position Overview:


The Office Manager/Team Manager will be responsible for supporting the SVP in the management of Franklin Street’s Retail Leasing team operations. The ideal candidate will have a strong service background, attention to detail, a high capability and understanding of technology, amazing organizational skills, top-notch communication, and a willingness to be part of a team. Job duties will include administrative, technology, communication, and financial analysis support.


Team Management Responsibilities

  • Manages operational information through Microsoft Office 365 products including Outlook, Excel, SharePoint, One Drive, and OneNote.
  • Responsible for meeting management and agenda preparation for the retail leasing team and line.
  • Relied upon to support the SVP and team members with proactive problem-solving. Recognizes issues and works with appropriate support teams to solve.
  • Works independently to support SVP and other various corporate team members as required.
  • Works closely with the Client Services Line Manager to ensure the transaction pipeline database and property databases to ensure proper reporting and timely updates.
  • Support sales teams of administrative tasks within real estate transactions as needed.
  • Assist SVP with marketing, advertising and technology needs related to company resources on request.
  • Serves as a liaison with other departments and clients including high-level staff. Handle confidential and non-routine information appropriately.


Office Responsibilities

Scheduling

  • Schedule and coordinate company-wide and/or agent meetings and appointments for office
  • Provide support for all trainings, company, and team meetings, including conference room set up
  • Coordinate meeting space through Webex and conference calls
  • Circulate agendas and materials prior to meetings and may coordinate follow-up


General Office

  • Manage the day-to-day operations pertaining to office processes and procedures while fostering and promoting the organization’s values and culture
  • Work closely with corporate office to ensure necessary communications are disseminated effectively to local office
  • Responsible for organizing the office layout
  • Provide support to front desk and may answer incoming calls and greet clients when necessary
  • Responsible for maintaining a safe and healthy worksite and arranging necessary repairs when needed
  • Accountable for the mail administration of the office including receiving, sorting, delivering, and sending of business-related mail
  • Assist in the onboarding process for new hires, including seat assignment, supplies, and working with HR to ensure completion of all new hire tasks
  • Plan, according to budget, events throughout the year including, team building, philanthropy, client events, and holiday parties
  • Establish and maintain relationships with office vendors, including building maintenance
  • Partner with HR to update and maintain office/company policies when necessary
  • Oversee the purchase of new office supplies and monitor and keep appropriate inventory, including furniture and office equipment
  • Direct appropriate invoices to accounting for approved business-related expenses
  • May respond to customer questions and complaints and/or route to appropriate party
  • Coordinate with IT department on all office equipment and its inventory
  • Performs other duties as assigned


Requirements:


  • 2+ years’ experience in a commercial real estate business environment with administrative responsibility.
  • Strong working knowledge of computer applications, such as but not limited to: Microsoft Office: Word, Excel, PowerPoint, Outlook, and SharePoint
  • Positive spirit and eagerness to take initiative and to take on responsibilities to optimize the team leader’s effectiveness.
  • Ability to maintain a high level of confidentiality both internally and externally including, but not limited to, conversations, correspondence, reports, meeting content, compensation, contract terms, etc.
  • Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • Professional business demeanor and ability to handle confidential and time-sensitive information appropriately.
  • Ability to query, manage, comprehend, and provide analysis for large data sets and complex business documents, etc. required.
  • Ability to communicate with an internal department and work in a collaborative manner with a diverse team.
  • Strong work ethic and the ability to hit set deadlines. Demonstrated ability to adhere to strict deadlines on a daily, weekly, and monthly basis.
  • Professional business-level communication skills including the ability to read, write, speak, and comprehend the English language at a fluent and professional level (both in person and over the phone).
  • Ability to represent the company professionally in front of guests with a customer service focus.
  • Ability to perform in a fast-paced environment
  • Ability to manage and execute on assignments with competing priorities.
  • Creative problem-solving skills.
  • Highly skilled and motivated in both administrative and technology duties.
  • Ability to multi-task, prioritize and be flexible with changing business needs.


About Franklin Street:


Franklin Street is a family of full-service real estate companies focused on delivering value-added solutions to meet clients’ evolving needs. Through a collaborative philosophy of leveraging the resources, expertise, and experience of each of its divisions—Real Estate, Capital, Insurance, Property Management, and Project Management—Franklin Street offers unmatched value and optimal solutions for clients nationwide.


Make your next career move with Franklin Street. With seven lines of business and nine offices across, that perfect opportunity you’ve been looking for is here. We believe in hiring a mix of experienced and new talent to join our team of professionals. Whatever your expertise, wherever you are on your career path, Franklin Street is your destination for success.


Learn more about Franklin Street and our award-winning culture at www.FranklinSt.com.


Franklin Street offers competitive salaries, medical – including additional discounts, dental, and vision benefits, disability, and life insurance, 401(K), paid time off, and holiday pay. We also love working together to help the community through our company-sponsored philanthropy events.


Must be able to successfully pass pre-employment (post-offer) drug screen and background check.


Franklin Street and Lighthouse HR Services is an Equal Opportunity Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, or any other classification protected by law.

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