Office Manager

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.Job SummaryThe Office Manager is a key position in our organization, leading a graphics and marketing team, and running operations for our high-profile commercial real estate office. The Office Manager is responsible for the team’s daily workflow and the overall office activities including reception, mail, and purchasing requests. They oversee facilities projects such as internal office moves and making arrangements for office meetings/events. They interact closely with Corporate Marketing and collaborate with other Kidder Mathews Office Managers and departments. They exemplify Kidder Mathews’ highly professional image and take pride in delivering a first-class experience for clients, brokers, and employees. They strive to make Kidder Mathews one of the best places to work by setting the example each day with their professionalism and positive energy.Essential FunctionsRecruitment, onboarding, supervision, scheduling, training, development, evaluation, and disciplinary action for a team of marketing and administrative professionalsManage graphic production and provide graphic support using Kidder Mathews branded InDesign templates to produce and assemble marketing presentations, proposals, flyer, e-mail flyers, newsletters, postcards, etc. within brand standardsUtilize Photoshop and Illustrator to edit and enhance property photographs, floor plans, and other images ensuring brand standards are metUse various mapping and demographic software applications to run reports and create maps, aerials, and presentationsBecome proficient with the specific duties of all positions to be able to fill in as neededProvide coaching, direction, and leadership to employees in order to achieve company and client resultsPromote and maintain a positive working environment in alignment with Kidder Mathews valuesApprove timecards and time off requests for direct reports and Broker Assistants, ensuring accuracyPartner with direct supervisor and Human Resources on employee concernsOversee the reception and common areas to ensure effective telephone and mail communications both internally and externally to maintain professional imageEnsure office is clean and maintains a professional presentationApprove relevant invoices ensuring accuracyProcess sign requests, manage billing including allocations and reconciliations, ensuring accuracyPartner with IT to provide onsite support and/or set up of computers, phones, and IT systemsSupervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilitiesSupervise the maintenance of office equipment, including copiers, postage machine, etc.Responsible for office facilities and day-to-day operations (such as distributing building access keys, back-up to security access cards and furniture, etc.)Manage office materials supply inventories ensuring the office is stocked but not in excess (office supplies, bathroom supplies, kitchen supplies, coffee service, etc.)Create and organize office events for team building and employee engagementMaintain safe working environment by ensuring all safety procedures set forth by the Kidder Mathews Safety Committee and building PM are followedPartner with director supervisor to plan and manage office construction and moves as requiredAct as liaison between office and building management Partner with VP/Director/Manager of Brokerage Operations to make relevant office decisions (inclement weather or emergency closings, etc.)Other FunctionsPerform other duties or projects as requested.ESSENTIAL QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required KnowledgeStrong Adobe Creative Suite program skills (InDesign, Photoshop, Illustrator, and Acrobat)Strong MS Office skills (Word, Outlook, PowerPoint, Excel)Skills & AbilityDemonstrated leadership skills with an aptitude and willingness to effectively train othersDemonstrated high skill with editing, and utilizing proper grammar and spellingDemonstrated high level of initiative in utilizing recourses to execute tasks and solve problems with strong troubleshooting skillsCustomer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients Motivated and pro-active in maintaining and developing skillset Ability to work with minimal supervision, know when to ask questions, and lead by exampleAbility to speak, write and understand English with excellent grammatical, oral and written communication skillsPolite and professional communication, telephone etiquette, and professional appearanceAbility to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environmentHighly accurate, attentive, and detail-oriented Able to function in a team environment, utilizing resources to execute tasks and solve problemsAbility to type a minimum of 65 wpmExcellent communication skills to be able to function in a team environment to work a project through to completionAbility to take ownership of assigned tasks with high level of initiative Ability to handle Broker and Employee information with high level of confidentiality and professionalism EDUCATION-CERTIFICATIONHigh School Degree or equivalent required, Bachelor’s degree or a combination of education and experience preferredExperience Required5+ years related experienceAt least 2 years previously office management and/or supervisory roleSupervisory ResponsibilitiesOffice Manager supervises the brokerage staff of their office which includes marketing and administrative professionals.WORK ENVIRONMENT This is a standard office environment with standard office noise like talking, office equipment, etc.PHYSICAL DEMANDSWhile performing the duties of this job, the employee is regularly required to talk and hear. This position is often active and may require standing, walking, bending, kneeling, stooping and crouching. The employee must sometimes lift and/or move items up to 50 pounds with the assistance of hand truck or dolly. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus. Kidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact recruiting@kiddermathews.com if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify.CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at https://kidder.com/careers/. Qualified individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.