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Office/Operations Manager

By

JOB ID : EB-5040037658

Send your resume to info@insearchsf.com with the job id

 

COMPANY: 

Real estate development company, rooted in a legacy of construction excellence spanning generations. Specializing in legacy projects and local holdings in Marin and Sonoma County, the company is dedicated to creating enduring, high-quality developments that honor the essence of their communities. With a focus on design excellence, construction integrity, and lasting quality.

 

HOURS:

Flexible

 

ATTRACTIVE FACTORS:

 

  • Ability to take ownership of tasks and demonstrate ability to thrive in a self-directed work environment.
  • The chance to make a meaningful impact on the company’s operations and contribute to its success.
  • Collaborate with experienced executives and team members in a close-knit, dedicated team that fosters a supportive and collaborative work environment.
  • Expand skills and expertise in areas such as construction, project management, legal, and real estate. Lead and coordinate various projects while aligning with the company’s focus on new business and big-picture strategies.
  • The opportunity to work in a company that values and appreciates quality interior design can be highly rewarding and fulfilling.

 

KEY RESPONSIBILITIES:

 

  • Office Manager
    • Play a crucial role in supporting key executive leaders within the company real estate development firm. Your responsibilities will encompass a wide range of office administration tasks, property management, investor relations, entity management, and project coordination.
    • Manage all incoming physical mail.
    • Coordinate with the bookkeeper to resolve accounting discrepancies and communicate with vendors regarding accounts payable.
    • Prepare AP reports and checks, ensuring approval from relevant contacts.
    • Maintain current and organized property folders and records, including property taxes, expenses, leases, and documents.
    • Review all accounts payable transactions to ensure completion and compliance with contract terms. Verify all relevant documentation.
    • Manage entity filings and renewals for approximately 30 business entities, avoiding penalties by tracking due dates and payments.
  • Villa Vanto estate management
    • Proficient in outbound calls to property owners for new business opportunities.
    • Take the lead in contacting potential leads, scheduling appointments, and conducting thorough research.
    • Attend all key meetings, maintain communication, and follow up on tasks for projects.
    • Successfully managed projects related to fundraising and property acquisitions, overseeing calendars, travel, events, and meeting logistics.
  • Property management and administration
    • Assist in leasing apartments and rentals, including running rental showings, advertisements, processing applications, and managing the entire lease-up process.
    • Coordinate with vendors for routine maintenance tasks to ensure the proper upkeep of properties.
    • Source multiple bids from various contractors for building repairs and maintenance.
    • Available to meet contractors, tenants, or vendors on-site as needed for inspections, discussions, or material delivery coordination.
    • Track rent rolls, handle deposit drop-offs, maintain accurate records of rental transactions.
    • Source bids for consultants and vendors required for project execution.
    • Manage contracts and administrative tasks with vendors, contractors, and consultants.
    • Handle email file management, monitor emails, and organize documents within project folders.
    • Attend in-person and virtual meetings with the Principal, taking notes, following up on assigned tasks, and sending coordination emails.
    • Source material procurement for remodels, including creating spreadsheets with pricing and delivery options based on design specifications.

 

TOP KEYS FOR CLIENT:

  • Ability to independently track tasks and responsibilities without constant supervision.
  • Ideal candidates will have experience in creating or implementing existing processes and Standard Operating Procedures (SOPs) related to office administration, property management, and project coordination.
  • 5-10 years of experience in construction/project management, legal, property management, or real estate, providing the necessary expertise to effectively manage various aspects of the role.
  • Ability to meet in person at the Petaluma office 2-3 times per week for 8 hours a day.
  • Successfully manage themselves without daily guidance, demonstrating initiative and autonomy in executing tasks and projects.
  • Feel comfortable communicating over the phone and in-person, as the role involves regular interaction with vendors, investors, and other stakeholders.
  • A genuine interest in real estate, new projects, and high-quality local developments, showing appreciation for quality interior design and a proactive approach to project management.
  • Candidates should enjoy taking the lead in day-to-day project management tasks, aligning with the client’s preference for focusing on new business and big-picture strategies.

Office Operations Assistant

By

JOB ID: EB-9835857764

Send your resume to info@insearchsf.com with the job ID

 

POSITION

Office Operations Assistant (Contract)

HOURS

8am – 4:30pm

Monday – Friday (5 days in office)

OVERVIEW

The individual in this position is responsible for providing daily Receptionist Support, File Room Support and coverage in partnership with the West Coast Administrative Manager and assisting the West Coast Facilities Manager in all aspects of project implementation as needed. Responsible for completing a wide range of administrative and facilities tasks in a timely manner and with high-performance standards. Attention to detail, best practices, ability to multi-task, commercial excellence and consistency in delivery are musts.

ATTRACTIVE FACTORS (for permanent employees)

  • Work/life balance
  • Full kitchen: breakfast, lunch and dinner
  • Gym/wellness reimbursement ($750 annually)
  • Commuter benefits ($475 monthly)
  • Company outings (Giants games, happy hours, holiday parties)
  • Large, tight-knit admin team

KEY RESPONSIBILITIES

  • Open Reception & office, provide oversight of Reception activities, assist with complex requests in conference rooms and iOffice/Eptura.

  • Act as backup support and daily break coverage for Reception and File Room team.

  • Primary phone line coverage and knowledge of phone systems / switchboards.

  • Attend to visitors and greet guests, alerting the appropriate Assistant of their arrival.

  • Manage meeting requests in global conference room booking system, including video/audio teleconferencing meetings, meals and events.

  • Review all bookings for accuracy and completeness (i.e. number of guests, guest names, IT/Kitchen requirements, etc.); contact the appropriate Assistant for missing information.

  • Partner with Reception team to ensure appropriate day to day coverage.

  • Coordinate day to day facilities activities, daily service calls, preventative maintenance, and support systems.

  • Troubleshoot facilities maintenance, complaints and problems (e.g. air-conditioning, heating, electrical, mechanical and office appearance)

  • Liaison with Building management for in-house maintenance needs and garage access cards, handle insurance certificates and access for outside vendor deliveries and freight elevator reservations

  • Point of contact for vendors and building management relating to access, scheduling, walk-throughs, and retrieving information.

  • Confirm/monitor scope of vendor services for routine maintenance (carpets, glass cleaning, kitchen) to proactively identify areas of work and to endure contract standards are met.

  • Assist employees with facilities requests – desk, monitors, temperature, janitorial and technology.

  • Coordinate and prepare for internal employee office moves and new hires, including

  • interfacing with Manager(s) and IT, telephones, and office administration.
  • Maintain and update floor plans in iOffice/Eptura.

  • Coordinate and Assist on- and off-boarding tasks such as building badge access and coordinating with Business Manager(s) and IT for systems access and phone.

  • Assist with contract maintenance schedules for cleaning, updates, inspections, etc.; update and maintain preventative maintenance log and contact list.

  • Assist Office Operations Coordinator with office events and activities.

  • Other – prepare reports, presentations for management reporting as requested.

TOP KEYS FOR CLIENT

  • 1-3 years’ experience in a similar role; college degree preferred
  • Financial industry knowledge highly desirable
  • Excellent writing, editing, and verbal communication skills
  • Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations. Knowledge of Concur Expense Solutions a plus
  • Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner
  • Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
  • Superior time management skills; critical thinker with strong attention to detail