Office Manager

Kidder Mathews has been a leader in the commercial real estate industry for nearly 60 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, 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 54 million square feet of space, and conducts 2,700 appraisal, consulting, and cost segregation assignments annually.
Job Summary
The 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 Functions

Recruitment, onboarding, supervision, scheduling, training, development, evaluation, and disciplinary action for a team of marketing and administrative professionals
Manage 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 standards
Utilize Photoshop and Illustrator to edit and enhance property photographs, floor plans, and other images ensuring brand standards are met
Use various mapping and demographic software applications to run reports and create maps, aerials, and presentations
Become proficient with the specific duties of all positions to be able to fill in as needed
Provide coaching, direction, and leadership to employees in order to achieve company and client results
Promote and maintain a positive working environment in alignment with Kidder Mathews values
Approve timecards and time off requests for direct reports and Broker Assistants, ensuring accuracy
Partner with direct supervisor and Human Resources on employee concerns
Oversee the reception and common areas to ensure effective telephone and mail communications both internally and externally to maintain professional image
Ensure office is clean and maintains a professional presentation
Approve relevant invoices ensuring accuracy
Process sign requests, manage billing including allocations and reconciliations, ensuring accuracy
Partner with IT to provide onsite support and/or set up of computers, phones, and IT systems
Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities
Supervise 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 engagement
Maintain safe working environment by ensuring all safety procedures set forth by the Kidder Mathews Safety Committee and building PM are followed
Partner with director supervisor to plan and manage office construction and moves as required
Act 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 Functions

Perform 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 Knowledge

Strong Adobe Creative Suite program skills (InDesign, Photoshop, Illustrator, and Acrobat)
Strong MS Office skills (Word, Outlook, PowerPoint, Excel)
Skills & Ability

Demonstrated leadership skills with an aptitude and willingness to effectively train others
Demonstrated high skill with editing, and utilizing proper grammar and spelling
Demonstrated high level of initiative in utilizing recourses to execute tasks and solve problems with strong troubleshooting skills
Customer 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 example
Ability to speak, write and understand English with excellent grammatical, oral and written communication skills
Polite and professional communication, telephone etiquette, and professional appearance
Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment
Highly accurate, attentive, and detail-oriented
Able to function in a team environment, utilizing resources to execute tasks and solve problems
Ability to type a minimum of 65 wpm
Excellent communication skills to be able to function in a team environment to work a project through to completion
Ability 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-CERTIFICATION

High School Degree or equivalent required, Bachelor’s degree or a combination of education and experience preferred

Experience Required

5+ years related experience
At least 2 years previously office management and/or supervisory role
Supervisory Responsibilities

Office 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 DEMANDS

While 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.