Office Services Supervisor

CB Richard Ellis Boston , MA 02298

Posted 6 months ago

JOB SUMMARY

Responsible for onboarding, office facilities, vendor relationship management, special events and implementation of business continuity plans within an office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assists in managing the day-to-day work flow of office staff to ensure adherence to quality standards, deadlines and proper procedures; assists in developing and maintaining work procedures and schedules. Resolves client concerns; answers questions regarding policies and procedures.

Administers office on-boarding process and new employee orientation; may order new equipment and software. Acts as liaison between managers and team leaders.

Assists in facilities projects and acts as on-site contact for Project Managers and vendors.

Maintains vendor relationships and resolves issues.

Maintains record keeping system; ensures compliance with the company's record retention program for paper and electronic files. Approves record retrieval requests from off-site storage vendor.

Assists in planning and execution of office activities (e.g. philanthropy, sustainability and client/employee events).

Partners with IT (Information Technology) department to evaluate and solve on technology needs of an office.

Provides administrative support to management team to include arranging travel, preparing workbooks and business plans and setting up events. May provide back-up support to Concierge/Front Desk.

Provides business process and system training for employees.

Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.

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

High School diploma required. Bachelor's Degree (BA/BS) from a 4-year college or university preferred. Minimum of four years related experience.

Previous Supervisory experience preferred.

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.

FINANCIAL KNOWLEDGE

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

REASONING ABILITY

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

OTHER SKILLS and ABILITIES

Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc. Knowledge of Financial software systems. Focus on problem solving, mathematical analysis and project management.

SCOPE OF RESPONSIBILITY

Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.



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Office Services Supervisor

CB Richard Ellis