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Office Administrator - Boca Raton

Company: Cushman & Wakefield
Location: Boca Raton
Posted on: November 17, 2021

Job Description:

Job Title
Office Administrator - Boca Raton
Job Description Summary

Job Description

SUMMARY

Responsible for supporting management of local office support operations for commercial services within a specified market. This role will help to ensure that administrative and operational functions are provided to a local office in an efficient and effective manner. They will work closely with the Operations Manager and fee-earners within the market to provide support and implement strategic initiatives.

Essential functions and responsibilities

Office Operations

  • Creatively solve problems to ensure the market's offices operate in an efficient and effective manner
  • Provide administrative support duties for Operations Manager and fee-earners.
  • Provide assistance onboarding all local new hires, including preparing space, equipment and employee training
  • Support mail room operations and staff when needed (i.e., mail sorting, postage machine, fax and copy machines)
  • Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
  • Ensure corporate standards and internal company processes and systems are leveraged
  • Act as a role model for the office staff
    Pipeline Management, Revenue Reporting and Forecasting
    • Help promote culture of compliance within office for fee-earners to routinely update CRM system
    • Communicate and enforce guidelines on updating CRM system within office
    • Work with Operations Manager to follow up with fee-earners to update pipeline information

      Enter Expense Reports
    • Collect expense reimbursement documents, such as receipts, and other information from fee-earners and submit for processing.
    • Attribute expenses to specific deals or other codes and track against deal budget
    • Track expense budgets for all deals

      Vendor Management / Administration
    • Manage purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement, or outside vendor
    • Solicit and negotiate vendor bids, contracts and pricing
    • Enter all new local vendors into Workday and cleanse data, if required
    • Process invoices and reconcile in Workday

      Other Administrative Duties
    • Track broker licenses, professional memberships, and educational requirements and follow up with fee-earners on any delinquencies or upcoming actions required
    • Work with Operations Manager on business continuity issues such as emergency plans
    • Work in conjunction with IT, Telecomm and Real Estate on office related issues
    • Perform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier, submitting maintenance requests
    • Assist with other aspects of meetings and managing calendars for a fee-earners and/or other department
    • Maintain confidential department records and office files in accordance to internal company procedures
    • Coordinate catering, venue selection, invitations, and other event planning activities as neededMetrics

      Role will be evaluated on the following:

      • Management of costs to budget
      • Positive attitude
      • Professionalism
      • Efficiency and dependability
      • Organization
      • Customer service and people skills
      • Desk and phone coverage
      • Timeliness and responsiveness to requests and conflict resolution
      • Ability to work well with Senior Leadership
      • Ability to set priorities, meet deadlines and multitaskBACKGROUND AND EXPERIENCE

        Demonstrated experience should include:
        • College degree preferred
        • 1-3 years of administrative support experience
        • HR administrative, accounting or marketing skills preferredadditional eligibility qualifications

          • Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word
          • Knowledge of Indesign preferred
          • Ability to plan, organize and manage processes
          • Ability to deal and communicate effectively with all levels of staff and management
            WORK ENVIRONMENT

            This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

            PHYSICAL DEMANDS

            The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

            While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction.
            aap/eeo statement

            C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.
            other duties

            This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

            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.

Keywords: Cushman & Wakefield, Boca Raton , Office Administrator - Boca Raton, Administration, Clerical , Boca Raton, Florida

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