What are the responsibilities and job description for the Office Manager position at Hughes Marino?
About Us
Hughes Marino is a global corporate real estate advisory firm that has represented companies on tens of thousands of projects, helping them develop and execute on winning corporate real estate strategies. We specialize in representing occupiers of real estate in lease negotiations and structuring, owner user acquisitions, construction and project management, portfolio management, lease auditing, lease administration, capital markets, and facility management.
We are proud to be one of the most award-winning companies in the country, having been named the #1 Best Place to Work in the Nation by Fortune magazine, #2 Top Company Culture in the Nation by Entrepreneur, and the #1 Best Place to Work by local business journals in many of our office locations.
For more information on Hughes Marino's dynamic culture, please visit our Hughes Marino blog, Instagram, Facebook, and YouTube.
The Role
As the Office Manager at our San Diego headquarters, you will:
- Be the person primarily responsible for office management in our San Diego headquarters and ensure our growing regional offices have what they need to be happy and successful
- Execute projects, events, office budgets and facilities projects
- Order and maintain inventory of office supplies, kitchen items, groceries and other incidentals necessary for office operations in multiple offices
- Support the team with various projects, including daily mail distribution, assembling mailers and deliverables, database organization and cleanup, research projects, etc.
- Plan office events and bring joy and good cheer to the whole team each day
- Provide phone coverage while others are on daily breaks or out of office
- Interface with clients, vendors, building management, and employees on a regular basis
- Handle tasks for facilities management of headquarters and other regional offices on occasion
- Maintain and troubleshoot office equipment when necessary
- Run occasional office projects, such as art installations and office design coordination
- Schedule office conference rooms and assist with office calendars
- Create and present office and facilities management reports when requested
- Answer and direct organizational phone calls, emails, and traditional mail correspondence
- Confidence with Audio/Visual to set up conference meetings and Zoom meetings
- Collaborate across departments to implement improvement projects, new initiatives and plan events
- Provides as-needed support (scheduling, planning, ordering meals, etc.) to directors, managers, and executives
- Ensure office spaces stay organized and maintained in impeccable condition
- Actual annual compensation within $62,000-$75,000 range will be dependent upon the individual's skills, experience and qualifications.
Desired Skills and Experience
- 2-4 years of experience leading a busy office environment and/or multiple office management responsibilities
- Adapts to changing demands and responsibilities on a daily basis in a calm and collected demeanor
- Able to juggle multiple tasks simultaneously and wear many hats
- Proactive communicator with the ability to problem solve in a timely manner
- Warm and inviting demeanor
- Ability to organize and execute special events and business meetings
- High level of attention to detail and organization
- Take responsibility for whatever the team needs
- Excellent written and verbal business communication skills
- Answer phones and deliver accurate messages in a friendly and professional manner
- Audio/Visual experience with conference meetings and Zoom meetings
- Take great pleasure in helping, nurturing, and doing nice things for others
- Team player and supportive attitude
- Communicates effectively both in speech and writing
- Works independently when needed
- Manages time strategically
- Guides projects and workflows from initiation to completion
- Catches and remembers details both big and small
- Takes initiative in solving problems and improving processes
- Resourceful, flexible and thinks on their feet
- Maintains organization of information, processes, and physical spaces
Qualifications
- Proficient in the entire Microsoft Office suite including Outlook, Word, Excel, and PowerPoint.
- Prior Office Manager or administration experience preferred
- Phone experience required
- Audio/Visual knowledge for meeting set up required
Salary : $62,000 - $75,000
