Commercial Real Estate Office Manager

Position Overview:

We are seeking a highly organized, skilled and detail-oriented Office Manager to support the operations of our commercial real estate company. The ideal candidate will be able to manage day-to-day administrative tasks, financial processes, vendors and general office operations, ensuring efficiency and accuracy in a fast-paced environment. This role requires Quick Books and real estate knowledge, technical proficiency, and excellent people skills.

Key Responsibilities:

• Oversee daily office operations and ensure smooth workflow.
• Manage employee policy compliance, schedules, and internal communications.
• Bi-weekly payroll processing, including capturing time data with the payroll company for both administrative and maintenance staff.
• Prepare payroll invoices for maintenance personnel in QuickBooks.
• Review and approve AP invoices for Property Management prior to check signing
• Maintain and organize property files, contracts, and transaction documentation.
• Coordinate with brokers, clients, vendors, and internal personnel.
• Complete financial processes including accounts receivable and payable, budget preparation, monthly financial reporting, and year end CPA collaboration. .
• Utilize QuickBooks for monthly and annual financial reporting, account reconciliation, and transaction management
• Ensure accuracy in documentation and  compliance records,.
• Support marketing efforts with property listings, brochures, and client presentations.
• Assist property management coordination, and deal tracking.
• Safeguard confidential and sensitive information.

Required Qualifications:

Proven experience as an office manager strong knowledge of real estate terminology and processes.

•  High Proficiency in QuickBooks for financial management and reporting.
• High-level competency in Microsoft 365 Outlook, Word, Excel.).
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal people skills.
• Problem solve independently  and manage multiple priorities.
• Solid financial acumen, including understanding of budgets and expense tracking.
• Ability to maintain confidentiality and discretion.
• Adaptability and flexibility in a fast-paced and dynamic industry.
• 2 year accounting degree and/or BBA

Preferred Qualifications:

• High proficiency in QuickBooks for financial  property management
• Familiarity with lease administration and deal flow processes.
• Background in accounting or financial coordination within a real estate environment.

Compensation and Benefits:

• Competitive salary commensurate with experience.
• Health, dental, and vision insurance.
• Paid time off and holidays.
• Professional development opportunities.

How to Apply:

Please submit your resume and a cover letter detailing your qualifications and experience relevant to this role.

 Attributes and Proficiency (not part of the job description)   

1. Industry Knowledge: Understanding commercial real estate terms, transactions, and processes.
2. Organizational Skills: Ability to manage schedules, paperwork, contracts, and multiple ongoing projects efficiently.
3. Attention to Detail: Ensures accuracy in documentation, billing, compliance, and property-related records.
4. Communication Skills: Clear and professional interaction with clients, brokers, vendors, and employees..
5. Tech Proficiency: , Microsoft 365, property management tools, and financial systems.
6. QuickBooks Proficiency: Strong capability in managing financial transactions, expense tracking, and reporting through QuickBooks.
7. Time Management: Ability to prioritize tasks, meet deadlines, and support high-paced deal flow.
8. Problem-Solving Skills: Quick and effective resolution of administrative and operational challenges.
9. Financial Acumen: Basic understanding of budgets, invoices, and expense tracking.
10. Discretion and Confidentiality: Safeguarding sensitive client and company information.
11. Adaptability: Flexibility to adjust to market changes, deal demands and shifting priorities.