Office Mgr & Admin Supervisor- MBM

Position Overview

The Office Manager/Administrative Supervisor- MBM is responsible for providing direct administrative support to the President, McCormack Baron Management. Administrative support includes but is not limited to: field and respond to emails, schedule appointments, manage correspondence, prepare presentations. schedule and coordinate staff meetings/training sessions, draft, edit and send correspondence internally, and externally as requested by senior MBM leaders. This role oversees all aspects of administrative duties for McCormack Baron Management, inclusive of the direct supervision of administrative staff, streamlining office procedures to ensure efficiency. This role maintains the President's credentials, professional memberships and is expected to handle confidential information with discretion.

Key Responsibilities (Essential Duties and Functions)

This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.

• Supervise administrative assistants and receptionists, including assigning tasks, overseeing work, and problem-solving. Conduct performance reviews and provide feedback to administrative staff in group and 1 on 1 settings.
• Work with accounting and executives to create the department budget, track department spending, and reconcile department monthly expense reports via the expense report management system.
• Oversee and supervise the corporate mail collections and distribution process; problem solve as needed
• Work with MB Asset Management and MB Project Managers as needed to support development projects, including locating documents, completing forms and questionnaires, getting signatures, etc.
• Compose and compile documents for RFP and RFQ submissions.
• Event planning as needed, including working with executives and vendors to establish dates and finalize agreements, determining venues, organizing daily agendas, entertainment; working with marketing for sponsorships, donations; hotel block reservations, transportation arrangements; tracking of spending, allocating funds appropriately among properties and corporate accounts, etc.
• Organize holiday gifts for corporate partners and company employees.
• Field BBB complaints, forward and track as needed.
• Provide reports and status updates at departmental and other recurring meetings.
• Maintain and make regular updates to the corporate resume.
• Maintain and update various databases in SharePoint, including- Agency Contacts, Real Estate Brokers
• Work with real estate brokers to maintain credentials, update corporate broker licenses in various states, track and review broker invoices and send to MBS Payables for payment.
• Maintain Commercial Space tracking spreadsheet.
• Provide support for various company initiatives and work on long-term projects and assignments.
• Partner with Analyst & design and construction (D &C) to track on and off-boarding of properties in the portfolio, tracking progress of development projects under construction and in lease-up.
• Serve as an information and document resource for the management company. Maintain a repository for company master documents and archive old documents.
• Create management agreements, management plans, leases, and other documents based on established templates; updating templates as needed and working with attorneys for review and approval.

Qualifications

• Exceptional organizational skills and detail oriented
• Advanced MS Word, Excel, Outlook, and PowerPoint skills
• Professional and pleasant demeanor
• Exceptional organizational skills and detail oriented
• Strong writing, editing, and communication skills
• Strong collaboration and teamwork skills
• Must be open to and embrace change and last-minute requests; be willing to shift gears quickly, troubleshoot, and take on new tasks in emergencies
• Oversee multiple projects or tasks simultaneously

Experience

• Three or more years as an executive administrative assistant to executive leaders, board or trustees.
• Typing 70-75 wpm with exceptional word processing skills. Possess effective writing, verbal communication, and public relation skills.

Education

• At least two years of college, business, or trade school with course work in business management or a related field;
• Business or trade school certification is a plus.

Work Environment/Physical Demands

• This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phones, photocopiers/printers, and filing cabinets.
• This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting.
• This position requires manual dexterity, the ability to lift files and open filing cabinets.

McCormack Baron is an Equal Opportunity-Affirmative Action Employer, committed to diversity, inclusion, equity and belonging.