Office Administrator

Job Title

Office Administrator

Job Description Summary

Job Description

Key Responsibilities

Manage Phones

• Answer, screen, and route all incoming calls, ensuring messages are relayed accurately and promptly.
• Communicate general company information to callers.
• Serve as a point of contact for operations staff, fee-earners, and the Managing Principal, handling calls with professionalism and discretion.
• Ensure sensitive matters are communicated per the specific requests of team members.

Vendor Management / Administration

• Perform routine office administration tasks, including correspondence, document formatting, printing labels, creating form letters, and entering data.
• Manage procurement and maintenance of office supplies, furniture, IT equipment, telephones, snack services, and other office essentials.
• Handle vendor orders through Workday, procurement systems, or directly with external vendors.
• Onboard new local vendors into Workday and ensure data is updated regularly.
• Process and track invoices for office-related expenses.
• Act as a liaison for property/building management, coordinating maintenance requests such as lighting, HVAC, cleaning, etc.
• Maintain an organized list of key vendor contacts, including building management, security, and engineering.

Support Sales and Transaction

• Assist with tracking office listings, signage, and transaction progress.

Visitor Management

• Oversee the front desk operations, ensuring that visitors (clients, vendors, job candidates) are greeted and provided with access when needed.
• Enter guests into security system prior to arrival.
• Notify appropriate employees upon visitor arrival, coordinating scheduling and availability.
• Manage parking passes/validation requests for visitors as needed.

Expense Reporting

• Collect and review expense reimbursement documents (receipts, travel info, etc.) from fee earners and Managing Principal.
• Enter and track expense reports into Workday for the Managing Principal.

Event and Conference Coordination

• Plan and coordinate events, including catering, conference room bookings, and managing invitations.
• Handle logistics and follow-up on event-related activities as requested

Background and Experience

• High school diploma or GED required; college degree preferred.
• 1-3+ years of experience in an office administration or front desk role.
• Prior experience in office support or vendor management is a plus.

Competencies

• Strong written and verbal communication skills.
• Proficiency in basic computer applications; advanced Microsoft Office Suite skills a plus.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Ability to manage multiple processes simultaneously while maintaining attention to detail.
• Basic knowledge of standard office administrative duties, including phone and email management, document processing, and office operations.

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.

INCO: "Cushman & Wakefield"