Office Manager

To date, the Prime Companies team has developed, constructed, and managed in excess of 2,000 apartments, commercial buildings which include over 3,000,000 sq. ft. of office and retail space and over 1,000 residential building lots. Reporting to the Partners, the Office Manager is a tech-savvy team player who possesses strong administrative skills, a professional demeanor, and exceptional written and verbal communication skills interacting productively with internal and external stakeholders at all levels, and believes that no task is too big or too small to support the success of our companies. Responsibilities in the following areas include but are not limited to: OPERATIONS AND OFFICE MANAGEMENT • Assists in various real estate transactions to ensure consistent and complete documentation; Coldwell Banker Commercial® (CBC) Administrator. o Sign Orders, Bill Processing, Franchise Fees, MLS Dues o SEFCU REO and Real Estate Inspections Management o Property Management Admin (Hannaford Plaza and 621 Columbia Street) • Responsible for Vehicle management (Gas Cards, GPS, titles, insurance, registration, maintains drivers list, etc.) • Credit Card Management and Administration, partnering with Finance / Accounting for Partner • Manages company cell phones and accounts. • Coordinates maintenance and repairs of office equipment and liaise with building management. • Assists with development and implementation of office policies and procedures to optimize efficiency. • Oversees all office services ensuring office operations and procedures are organized, correspondences are controlled, filing systems are maintained and consistent including but not limited to SharePoint. • Assist with ongoing development of process improvements. • Prepares operational reports and schedules as needed. • Ensures that work environments are adequate and safe. • Identifies opportunities for automation and implements solutions to streamline workflows. • Communicates in writing and verbally explaining new directives, policies or procedures to all levels of management. • Customer Service Champion / Leader for external and internal stakeholders. • Projects a positive image of the organization to employees, customers, industry and community partners. • Responsible for Risk Management / Insurance Policy management. EXECUTIVE OFFICE / PARTNERS’ ADMINISTRATION • Provides administrative support to all departments, including executive-level staff. • Manages company-wide calendars, scheduling meetings and coordinating events. • Prepares and distributes correspondence, reports, and presentations. • Maintains all recordings and note-taking from department meetings as requested • Maintains accurate and up-to-date filing systems for both physical and SharePoint documents. • Develops and maintains standard operating procedures (SOPs) for administrative tasks • Handles incoming and outgoing mail, including priority and confidential documents. PROCUREMENT AND CONTRACT MANAGEMENT • Manages office supplies and purchasing. • Collaborates with and assists the Director of Procurement on contract management and price negotiations as directed. PROJECT MANAGEMENT • Project Management / Construction Administrator (Development projects, acquisitions, dispositions, etc.) • Allocates tasks and assignments as needed and directed. • Performs review and analysis of special projects as assigned and keeps management properly informed of status. • Raises and tracks issues and conflicts, removes barriers, resolve issues of medium complexity involving stakeholders and escalates to appropriate level when required. INFORMATION TECHNOLOGY • Collaborates with the in-house Network Solutions Head to manage and coordinate all technology-related needs and work orders for the company including IT, phones, copy machines, etc. • Works with IT and Partners to continuously assess and optimize administrative processes across the Company. PROFESSIONAL DEVELOPMENT • Supports back-office and organization-wide training programs, reinforcing technology and operations infrastructure between departments to ensure consistency and quality standards are met. • Coordinates company-wide employee training and development programs. • The Office Manager ensures they are updated on technical and professional knowledge by attending educational workshops, joining professional associates, building networks with fellow professionals and reviewing industry publications. Assist and support HR, Benefits and Payroll tasks as needed. Other projects as assigned.
QUALIFICATIONS • Associate’s degree or equivalent work experience in Residential and/or Commercial Real Estate, Business Administration, or a related field and/or equivalent combination of education, training, and experience. • Minimum of 5 years of experience in an administrative leadership role at the corporate level strongly preferred. • Strong organizational, attention-to-detail and time management skills. • Excellent verbal and written communication skills; team player at all organizational levels. • Knowledge of human resources practices and procedures. • Proactive problem-solving and customer service skills and attention to detail. • Flexibility to adapt to changing priorities in a fast-paced environment. • Excellent interpersonal, negotiation, and conflict resolution skills. • Ability to act with integrity, professionalism, and confidentiality. • Administrator-level corporate experience with Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook), Coldwell Banker Commercial® (CBC) and Paychex. This job description is provided for informational purposes only and is subject to revision as organization needs require. LANGUAGE SKILLS Must be able to speak, read, write, and understand the primary language(s) used in the workplace; bilingual skills a plus. Ability to read, analyze, and interpret general business information, including but not limited to Organization policies and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as percentages, tax / accounting data, etc. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Must be able to remain in a stationary position for a prolonged period of time during a work shift. Constantly positions and moves to perform essential job duties. Frequently moves material and equipment weighing up to 25 pounds across and around work areas with or without assistance. Proper lifting and safety techniques required. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Office work environment: for the most part, ambient room temperatures, lighting and traditional equipment as found in a typical office environment. WEEKLY WORK SCHEDULE: Monday – Friday, 8 AM – 5 PM (Full-time). FLSA EXEMPTION STATUS Hourly nonexempt. PAY RANGE $29 - $36 an hour based on experience.

About Prime Management LLC