Operations Coordinator

4 weeks ago


Tampa, United States CareerBuilder Full time

Description
POSITION OVERVIEW:
Full-time position located in the Tampa office. The office operations coordinator is responsible for office financial administration, on/off-boarding office personnel, facilities oversight, real estate licensing, and interdepartmental liaison to ensure compliance with established corporate guidelines and consistency with company policies. In addition, the operations coordinator will participate in national and local initiatives and projects. May require minimal travel. This position will have the following responsibilities for multiple offices in multiple states.
PRINCIPAL RESPONSIBILITIES:
Financial
Code and approve vendor invoices in online A/P system as received
Prepare, review and submit expense reports before deadlines according to established guidelines
Approve on-line vendor orders for offices supported and ensure discounted contract items are being utilized
Conduct detailed review of monthly Profit & Loss Statement - and summarize data for market leader(s) by providing explanations for variances on revenue and expense summary
Prepare and implement annual budget and ensure cost containment procedures are maintained
Do detailed research to accurately forecast expenses for offices supported
Assist in forecasting and documenting revenue for each broker
Human Resources
Facilitate on-boarding and off-boarding of personnel
Review and approve time sheets and/or requests for Paid Time Off in payroll system
Communicate and coordinate internal and company policies and procedures to ensure they are accurately implemented within the local offices
Hire temporary staff, if needed
Facilities Management
Manage facilities, which includes coordinating with owner or property management group, employee and client parking issues and other suite issues as needed
Order office supplies, branded items and kitchen supplies from local and national vendors, organize and put away (or facilitate where not on-sight)
Manage equipment, furniture and off-site storage, if applicable
Evaluate equipment and manage purchases
Organize and facilitate office moves and remodels as needed
Licensing and Legal
Ensure state and real estate licensing compliance, including working with brokers to ensure licenses are renewed in a timely manner
Negotiate local vendor contracts, if needed
Liaison with attorneys for contractual and local office issues
Interdepartmental Liaison
Accounting:

Ensure all A/P and budget issues are handled accurately and timely according to established guidelines and deadlines
Human Resources:

Coordinate with multiple corporate departments in on-boarding and off-boarding of personnel in all offices supported and facilitate training of new personnel on standards for systems, databases and procedures
Information Technology:

Facilitate new equipment, technology initiatives, policies and procedures, etc., to ensure operational effectiveness at the local office level
Requirements
QUALIFICATIONS:
Minimum three years commercial real estate and/or office management experience required
Minimum five years professional experience required Bachelors degree preferred
Knowledge and experience with financial terms and principles required
Strong MS Office skills required. (Excel; Word and Outlook). Software skills will be tested.
Logic and reasoning skills (will be tested) and ability to drill down, figure things out and provide solutions to problems
Possess superior attention to detail and follow-through
Organizational and efficiency skills
Excellent verbal and written communication skills
Effective at multi-tasking in a fast-paced work environment
Interact effectively with all levels of the organization
Manage multiple projects and prioritize tasks effectively to meet deadlines
Ability to work independently - as well as thrive in a team environment with a team-player attitude
WHAT WE BELIEVE
We succeed when our clients succeed. Our success is measured in the achievement of our clients objectives, satisfaction, and trust.
Integrity We will not compromise our individual or corporate integrity for any reason
Respect We celebrate the intrinsic value of each person and embrace diverse perspectives
Teamwork Collective efforts provide extraordinary results
Balance A consistently productive team balances family, faith, community, and self
Leadership Continued success relies on our ability to attract and motivate leaders of character
***We do not work with 3rd party staffing agencies***

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