The Howard Hughes name is synonymous with an unrelenting passion for excellence. While his achievements in aviation and the silver screen are legendary, it was his investments in real estate that form the foundation of our company. With passion, determination and limitless imagination, he built one of the great American empires of the 20th century. At Howard Hughes, we live by our purpose to help people discover new ways of experiencing life - because its not just buildings and places that matter, its what you do with them that can change the way people live.
We aspire to be the most creatively driven real estate company in the world and we believe in fostering a culture that is built to last by cultivating curiosity and empowering every employee to find their story in this great organization.
The office manager is a detail-oriented and highly efficient role that must be able to coordinate the smooth operational flow of the company by supporting team initiatives and objectives, coordinating processes, resolving problems, and completing various projects and special assignments as needed. This position requires a high degree of flexibility and adaptability to balance the often conflicting needs of employees, management and the business.
ESSENTIAL JOB RESPONSIBILITIES:
Answer incoming phone calls and direct to appropriate person or department.
Screen incoming phone calls as appropriate and transfer as necessary.
Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
Supervise the reception desk.
Postmark outgoing mail and deliver to mailroom; pick up any incoming mail from PO Box, and sort as required.
Prepare overnight/courier deliveries as requested. Ensure mail room is stocked with appropriate shipping supplies.
Inventory office, break room and kitchen supplies on a weekly basis. Stock and replenish on a daily basis or as often as necessary.
Order office, break room and kitchen supplies as necessary and ensure timely delivery of materials from vendors. Generate and track purchase orders, confirm deliveries are received in full and invoices are processed in a timely manner.
Ensure all copiers and printers are fully stocked with paper on a daily basis and replace any low or empty toner cartridges as necessary.
Respond to requests for service when office equipment malfunctions and contact vendor to schedule repairs. Work with vendor when necessary to facilitate and expedite repair needs.
Ensure all common areas are clean, neat and organized. This includes: front lobby, conference rooms, mailroom, break rooms, etc.
Liaison with property management team.
Coordinate meetings and other office events as requested.
Be proactive during down time and ask other departments if they need any assistance.
Demonstrate independent judgment, initiative, and executive intuition in supporting the needs of an executive and a team.
Prioritize, schedule, and implement all tasks with a sense of urgency.
Meet timelines and deliverables, while maintaining the highest level of confidentiality and ethics at all times.
Create, update, maintain and issue official company documents and standard operating procedures.
Other general administrative duties as assigned.
KNOWLEDGE, EXPERIENCE AND SKILLS:
Minimum 3-5 years of Receptionist or Office Management experience in a corporate environment.
Must have extremely polished phone etiquette skills.
Maintain a professional appearance at all times. This person is a reflection of the company and at times the first impression someone has of the company.
Professional interaction with employees, clients and vendors.
Must have a strong work ethic and be reliable and dependable.
Build positive working relationships with employees at all levels within the organization.
Be resourceful and able to work efficiently even if given very little direction and information.
Able to effectively multi-task and handle multiple projects.
Exercise sound judgment when making decisions and willing to ask if unsure.
Able to work additional hours to meet deadlines as necessary.
Exceptional Communication Skills both verbal and written.
Good problem solver/creative thinker.
Can-do attitude and pro-active.
Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
Knowledge of Sales Force and Appian a plus.
EDUCATION, CERTIFICATIONS AND LICENSES:
Some college required.
Associates or Bachelors Degree strongly preferred.