Office Services Manager

CB Richard Ellis Chicago , IL 60602

Posted 2 weeks ago

JOB SUMMARY

Responsible for managing activities related to office services operations (e.g. onboarding, office facilities, vendor relationship management, special events) and implementation of business continuity plans for an office(s). Coordinates, performs and supervises process improvement initiatives. Acts as a liaison between field staff and regional leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manages a team in one or more offices; provides direction on personnel management (e.g. recruitment of talent, performance management, etc.); makes recommendations on budgets.

Ensures consistency in support provided by the team in an office(s) through continuous review and improvement of existing processes. Works with managers to resolve conflicting priorities. Interprets and communicates goals and direction with management, sets achievable goals that are linked to the objectives of the organization.

Responsible for facilities project(s) to include ongoing maintenance work, transitions, relocations and new construction projects. Works with construction and project management team(s) on project timelines.

Maintains vendor relationship with vendors.

Manages record keeping system; ensures electronic and hard copy files are maintained in accordance with company policies and procedures; reviews requests for information. Reviews annual destruction eligibility reports and destroys files that are past retention period.

Administers office on-boarding process, including new employee orientation, training, equipment and software ordering. Coordinates office activities relating to philanthropy, sustainability and client/employee events.

Collaborates with other departments (e.g. IT, etc.); assists with assessment of technology, training needs and execution of training program(s) for an office(s).

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Provides formal supervision to individual employees within single functional or operational area. Recommends staff recruitment, selection, promotion, advancement, corrective action and termination.

Plans and monitors appropriate staffing levels and utilization of labor, including overtime. Prepares and delivers performance appraisal for staff. Mentors and coaches team members to further develop competencies. Leads by example and models behaviors that are consistent with the company's values.

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 knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Bachelor's degree (BA/BS) from four-year college or university. Minimum of three years related experience or minimum of four years experience including two years of management experience or equivalent combination of education and experience.

Previous supervisory experience required.

Previous experience within the Real Estate industry preferred.

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

Excellent written and verbal communication skills. Strong organizational and analytical skills.

Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.

Ability to respond effectively to sensitive issues.

FINANCIAL KNOWLEDGE

Requires advanced knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and commissions. Conducts advanced financial analysis.

REASONING ABILITY

Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires advanced analytical and quantitative skills.

OTHER SKILLS and ABILITIES

Proficient in Microsoft Office Suite products such as Word, Excel, Outlook, etc. Spreadsheet skill set to include advanced functions such as graphics, pivot tables, macros and database management required.

SCOPE OF RESPONSIBILITY

Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting work unit and/or project deadlines. Errors in judgment may cause short-term impact to department.



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Office Services Manager

CB Richard Ellis