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Office Manager
3 months ago
The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and on the silver screen are legendary, it was his investments in real estate that form the foundation of our company. With passion, determination, and limitless imagination, he built one of the great American empires of the 20th century.
Today, our company carries forward the collective legacy of four innovative placemakers—James Rouse, George Mitchell, Victoria Ward, and Howard Hughes—who transformed the idea of what a community can be, envisioning a self-sustaining ecosystem that prizes inclusion, conservation, and innovation and fosters a strong social fabric to improve the lives of all residents, consumers, and tenants.
Dedicated to innovative placemaking, Howard Hughes owns, manages, and develops award-winning large-scale master planned communities and mixed-use developments including: the Seaport in New York City; Downtown Columbia® in Maryland; The Woodlands®, The Woodlands Hills®, and Bridgeland® in the Greater Houston, Texas area; Summerlin® in Las Vegas; Teravalis in the Phoenix West Valley; and Ward Village® in Honolulu, Hawai'i.
At Howard Hughes, our mission is to help people discover new ways of experiencing life. We aspire to be the most creatively driven real estate company and are committed to a culture of that fosters curiosity and empowers every employee to find their story in this great organization.
**About the Role**:
**What You Will Do**:
- Performs high-level, contracting & administrative work, including frequent complex and confidential clerical work organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information.
- Prepares formal correspondence and communications with various stakeholders with employees, government agencies, consultants, contractors, tenants, etc.
- Participates in administrative support functions such as budgeting or creating and maintaining spreadsheet tracking reports.
- Schedules meetings/conference calls and appointments, makes travel arrangements, as needed.
- Preparation of team member expenses and related travel reimbursables.
- Manage access badges for our office, parking garage, and fitness center in a timely manner.
- Manage vendor relationships for office equipment, workplace supplies, and coordinates with property management organization.
- Manage month-end billing including invoice reconciliation, maintenance of daily transaction records, collection, processing of payments, and working with accounting department.
- Update and distribute phone extension list as required.
- Update office floorplan/maps as required.
- Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests.
- As needed research, prepare and edit reports and presentations.
- Manage all team meeting coordination details including: location (if required), catering, AV equipment, meeting materials, etc.
- On an as needed basis, may provide administrative support to various departments in the Corporate Office.
- Keep front desk, lobby, kitchen, and all other common areas clean
- Keep traffic flowing in the lobby (deliveries, people waiting for meetings, answering questions, etc.)
- Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
- Proactively manages all logistics and partners with support staff to ensure all critical business meetings have a VIP experience throughout.
- Supervise porter staff.
- Partners with support teams to develop in office efficiencies to support executive and employees in-office experience.
- Maintain calendars for all conference rooms and proactively resolves and schedule conflicts. Partners with IT to ensure all AV needs are met.
- Answer incoming phone calls and direct to appropriate person or department; screen incoming phone calls as appropriate and transfer as necessary.
- Prepare overnight/courier deliveries as requested.
- Keep break rooms and kitchens clean and organized. Unload dishwasher in the morning and turn on dishwasher before leaving the office for the evening.
- Light office cleaning as necessary throughout the day.
- Liaise with property management for maintenance requests and building needs.
- Coordinate meetings and other office events as requested.
- During down time be proactive and ask other departments if they need any assistance.
- Other general administrative duties as assigned.
**About You**:
- HS Diploma/GED, associates or undergraduate degree preferred.
- Punctuality.
- Maintain a professional appearance at all times. This person is a reflection of our entire company.
- Excellent writing skills
- Ability to maintain a professional interaction with clients and vendors.
- Builds positive working relationships with employees at all levels within the organization.
- Resourceful and able to work efficiently even if given very lit
