Operations Specialist

Job Title

Operations Specialist

Job Description Summary

The Operations Specialist will work closely with the Operations Manager and other department leaders. Will be responsible for creatively solving problems to ensure the offices operation functions in an efficient and effective manner. Collaborate with counterparts in other markets to learn and utilize best operational practices.

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist with office management activities, including staffing assistance
• Coordinate purchasing & stocking office supplies and equipment
• Oversee facilities management; work with building engineering and janitorial staff
• Coordinator Certificates of Insurance between vendors and Building Management
• Regularly interact with clients, prospective clients and visiting executives
• Provide technical support including new hire computer set up, meeting presentations, and equipment trouble shooting
• Process and code invoices for payment
• Maintain tracking of expenses
• Collect, research, code and scan checks for deposit
• Sort and distribute incoming mail and deliveries
• Maintain postage machine, copiers, and fax machines
• Establish and monitor facility standards (cleaning and other maintenance)
• Act as office contact for property management
• Coordinate meetings and/or special events, including set up, clean up and catering
• Maintain office files: Electronic and hard copy files
• Track broker licenses, professional memberships, and educational requirements and follow up with fee-earners on any delinquencies or upcoming actions required
• Work with Operations Manager on business continuity issues such as emergency plans
• Work in conjunction with IT, Telecomm and Real Estate on office related issues
• Perform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier, submitting maintenance requests
• Assist with other aspects of meetings and managing calendars
• Maintain confidential department records and office files in accordance to internal company procedures
• Coordinate catering, venue selection, invitations, and other event planning activities as needed
• Performs other related duties as required or requested
  
  

METRICS

• Management of costs to budget
• Positive attitude
• Professionalism
• Efficiency and dependability
• Organization
• Customer service and people skills
• Desk and phone coverage
• Timeliness and responsiveness to requests and conflict resolution
• Ability to work well with Senior Leadership
• Ability to set priorities, meet deadlines and multitask
  
  

Background And Experience

• Bachelor’s Degree preferred
• 3-5 years of administrative support experience
• HR administrative and accounts skills preferred
• Proficiency with Microsoft Office Suite
  
  

COMPETENCIES

• Strong attention to detail and organizational skills
• Experience and knowledge of Client Servicing
• Ability to conflict resolution
• Project Support
• Exposure to Process and Project Management
• Client Relationship Management
• Teamwork Orientation
  
  

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”