Office Administrator

Job Title: Office Administrator

Overview:

We are seeking an organized and proactive Office Administrator to support our team in managing office operations, enhancing company culture, and assisting brokers with various tasks. This role requires excellent multitasking abilities, attention to detail, and the ability to foster a collaborative work environment. The ideal candidate will manage day-to-day office functions, provide assistance to brokers, and ensure smooth office operations.

Key Responsibilities:

• Broker Support: Act as a broker assistant, particularly supporting the brokers in administrative tasks.
• Ad Hoc Research: Provide research support for brokers on properties, markets, prospects, demographics, and other data as needed.
• Conference Room Scheduling: Coordinate conference room bookings, assist with meeting preparations (coffee, IT setup, etc.), and ensure smooth client meetings.
• New Hire Onboarding: Manage onboarding tasks, including setting up computers, desks, phones, parking spaces, and systems access.
• Vendor Management: Manage relationships with third-party vendors.
• Postage & Shipping: Monitor and manage the postage meter, prepare and post mail, and handle USPS/UPS shipments.
• Office Supply Management & Ordering: Maintain inventory and order office supplies to ensure smooth day-to-day operations.
• Basic IT Assistance: Assist personnel with basic IT troubleshooting and problem resolution.
• Social Media Updates: Assist in updating and managing the company’s social media platforms.
• Company Culture: Plan and coordinate monthly office lunches, personnel birthdays, work anniversaries, and other initiatives to enhance workplace camaraderie and foster a fun and engaging environment.
• Coffee & Breakroom Supplies: Ensure breakroom is well-stocked with coffee and other supplies.
• Special Event Coordination: Recognize and coordinate Administrative Assistant Day activities and other special events.
• Holiday Gift Coordination: Organize and distribute holiday gifts, such as pistachios for Christmas and candy pumpkins for Halloween.
• Copier/Fax Management: Oversee the copier and fax machine operations and troubleshoot any issues.

Qualifications:

• Proven experience in office administration or related roles.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and proactively solve problems.
• Proficiency with office software and tools, including MS Office and social media platforms.
• Basic IT knowledge to assist with minor technical issues.