Office Manager

Job Description

Job Title

Office Manager – Las Vegas

Job Description Summary

Responsible for managing local office support operations for commercial services within a specified market. This role will ensure that administrative and operational functions are provided to local offices in an efficient and effective manner. The Office Manager will provide management oversight for Office Coordinators in their
own office. They will work closely with Operations leadership, Director of Brokerage and fee-earner(s) within the market to provide support and implement strategic initiatives.Job Description

Manage Office Operations
o Creatively solve problems to ensure the market’s offices operate in an efficient and effective
manner
o Provide formal leadership, mentoring and supervision to the administrative and office operations
staff
o Organize, assist, oversee and lead internal meetings and events
o Collaborate with counterparts in other markets to learn and utilize best operational practices
o Evaluate and document innovative service delivery options and share insights across markets
o Ensure that education, credentials and licensing of staff is current
o Provide oversight for recruiting, onboarding, performance management, employee coaching,
counseling and policy adherence in conjunction with HR
o Take timely action with Human Resources to correct unsatisfactory conditions or performance
issues
o Oversee and manage the purchasing and maintenance of office supplies and office equipment
(i.e., furniture, IT equipment, telephones, snack services, plants, etc.)
o Oversee mail room operations and staff (i.e., mail sorting, postage machine, fax machines)
o Oversee office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
o Ensure corporate standards and internal company processes and systems are leveraged
o Act as a role model for the office staff
o Coordinate and distribute work between roles that exist within local office
Support Sales and Transactions
o Track all listings and signs
o Work with sign vendor
o Track listing expirations and work with fee-earner, Project Coordinator, and sign vendor to take
action on expired listings
o In the absence of functional leadership, manage research, marketing, and service delivery staff to best serve fee-earners in delivery of material
o In the absence of functional leadership, work with fee-earners to deploy teams of research, marketing, and service delivery staff based on level of effort and expertise required for delivery of material
Strategic Planning / Budgeting
o Work with Director of Brokerage to draft and finalize budget (revenue and expenses)
o Solicit input from service line, fee-earners and market leads at pre-budget meetings regarding recent wins, pipeline activity, anticipated recruiting and attrition, capital spend, etc.
o Work with FP&A and Director of Market Operations to build annual budget for office

o Incorporate pipeline information, as needed
Pipeline Management, Revenue Reporting and Forecasting
o Help promote culture of compliance within office for fee-earners and Project Coordinators to routinely update CRM system
o Communicate and enforce guidelines on updating CRM system within office
o Work with Director of Brokerage to follow up with fee-earners, Coordinators, and other staff as needed, to update pipeline information
Track Listings and Deal-Related Expenses
o Enter and update opportunity information in CRM system according to prescribed guidelines
o Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
o Track expense budgets for all deals and escalate concerns to Operations leadership, as needed

Vendor Management / Administration
o Manage purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT
equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement,
or outside vendor
o Solicit and negotiate vendor bids, contracts, and pricing
o Enter all new local vendors into Workday and cleanse data, if required
Coordinate Events and Conferences
o Oversee any events and conferences within the market
o Manage budget, firm brand, marketing, and PR
Other Administrative Duties
o Track broker licenses, professional memberships, and educational requirements and follow up
with fee-earners on any delinquencies or upcoming actions required
o Manage onboarding for all local new hires, including preparing space and equipment
o Work with Director of Brokerage on business continuity issues such as emergency plans
o Coordinate any moves by designing seating plan
o Work in conjunction with IT, Real Estate and management on all moves
o Manage required adjacencies, anticipated recruiting, and attrition
o Track vacancy and utilization metrics within office
o In the absence of an Administrator role within the office, perform 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
Approve Expense Reports
o Review and approve all expense reports and determine if expenses are appropriate and in policy in Expense system
o Review business case for necessity of expenditure
Reconciliations / Period End Activities
o Reconcile fee share and expense pools on a periodic basis
o Submit reconciliation to Operations leader and fee-earner for approval
o Provide approved reconciliation to appropriate party for processing of surplus payout or shortfall collection
Recruiting/Hiring/On-boarding Staff
o Work with HR to develop job descriptions for identified openings
o Interview candidates for various positions
o Coordinate with HR, Department Head, IT/Telecomm to ensure all equipment is ordered, desk is set up and ready on Day 1
o Determine start date, department, manager, etc.
o Use WorkDay for all HR needs (ETS in Global HQ)
o Manage employees and delegate workflow
o Prepare and deliver annual performance reviews and KPI’s
o Work in conjunction with HR on performance issues
o Ensure compliance with record keeping and policy adherence
REPORTING RELATIONSHIP
Role will report to the following:
o Managing Director of Regional Operations
Role may have the following reports:
o Operations: Office Administrator
o Service Delivery: Brokerage Coordinator, Brokerage Specialist, Marketing Specialist, Financial Analyst, Intern
METRICS
Role will be evaluated on the following:
o Management of costs to budget, keeping variances to a minimum
o Positive attitude
o Professionalism
o Efficiency and dependability
o Organization
o Customer service and people skills
o Market adoption and leadership of strategic corporate initiatives, such as CRM system
o Desk and phone coverage
o Timeliness in delivering mail, copies
o Timeliness and responsiveness to requests and conflict resolution
BACKGROUND AND EXPERIENCE
Demonstrated experience should include:
o Bachelor’s degree or equivalent experience
o 5-10 years of administrative support experience
o 2+ years of executive level support experience preferred
COMPETENCIES
o Exposure to project and process management
o Proven ability in conflict resolution
o Exposure to executive communications
o Excellent written, oral, and presentation skills
o Strong Microsoft Office Suite skills
o Knowledge of the real estate industry and business model
o Knowledge of Salesforce, Workday and budgeting software
o Ability to plan, organize, and manage processes
o Ability to read, comprehend, and analyze P&L statements
o Knowledge of HR practices, including recruitment, interviewing, hiring, employee relations, and
staff development

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $65,960.00 – $77,600.00

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.