Human Resources & Project Management Associate

Job Title: Office Manager

Department: Corporate

Reports To: COO and SVP of Financial Operations

Overview
This position is with a mid-size commercial real estate investment and management firm. The firm is looking for a team player and self-starter to work in their corporate headquarters to help manage the day to day office operations with duties including, but not limited to: Human Resources tasks including payroll, benefits, and employee onboarding, executive scheduling, meeting planning, travel coordination, expense reports, invoice processing, new property acquisitions onboarding and special projects.

The successful candidate will be organized and able to prioritize multiple requests including special projects while completing recurring tasks on schedule. To thrive in this position the candidate must be resourceful, willing to ask questions, and able to anticipate challenges to address them before they become problems.

Your success will contribute to the firm’s success.

Job Description
The following list of responsibilities for this position should be viewed as the minimum expectations, and not an exhaustive list. Job functions may be added to or deleted from this job description as necessary.

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

Human Resources

• Responsible for the overall administration, coordination, and evaluation of the human resource function
• Works closely with PEO to process and oversee payroll function, employee benefits, and open enrollment
• Coordinates new employee onboarding as well as employment termination
• Performs benefits administration to include claims resolution, change reporting, approving invoices for payment, annual re-evaluation of policies for cost-effectiveness
• Processes and administers all leave-of-absence requests and disability paperwork
• Reports Worker’s Comp claims in a timely manner
• Responsible for full-cycle employment on-boarding for all new hires
• Establishes and maintains employee files, department records, and reports
• Work with executive team to develop and administer various Human Resources plans and procedures for all company personnel
• Maintains employee handbook on policies and procedures.
• Responsible for documenting, managing and communicating confidential information around employee performance to executive stakeholders and management
• Coordinates investigations when employee complaints or concerns are brought forth
• Monitors and advises managers and supervisors in the Corrective Action process
• Oversees Employee Performance Review process
• Monitors the implementation of a performance improvement process with non-performing employees
• Maintains company organization charts and employee directory

Executive Team Assistance

• Coordinate flights, hotels, and car reservations as requested
• Complete registrations and plan itineraries for external conferences as well as internal meetings
• Track expenses and complete expense reports in a timely fashion, submit to accounting, and confirm receipt of payments
• Take meeting minutes board calls (monthly)
• Keep records up to date and accessible

Administrative

• Set up conference calls
• Maintain FedEx and UPS accounts, and distribute incoming and outgoing mail to respective individuals
• Maintain property files in corporate office
• Prepare and process expense reports for team members
• Put together small marketing flyers and packages on a need-be basis
• Coordinate office IT
• Order all supplies for office break room, and kitchen
• Maintain brand standards amongst properties by coordinating the ordering of uniforms, signage, stationary, etc.
• Answer main line phone calls
• Manage all invoices for corporate office and submit to accounts payable on a weekly basis
• Develop and distribute internal communications to all staff
• Create save the date invitation and distribute invites through e-blasts
• Plan and coordinate corporate events

Required Education & Experience:

• Minimum of a Bachelor's degree or equivalent. Preferred focus in Human Resources,

Business, or Organizational Development

• Better than average written and spoken communication skills
• Detail oriented, deadline driven, works well under pressure with a high degree of accuracy and ability to communicate clearly and concisely in oral and written form across departments.
• Ability to comfortably interact with employees of all levels of experience and seniority, across the organization and uses diplomacy and discretion when dealing with sensitive employee payroll and benefit matters.
• Demonstrates ability to serve as a knowledgeable resource to the executive management team that provides overall company leadership and direction.
• Attention to detail and Strong organizational skills.
• Proficient in Microsoft Office Products: (Outlook, Internet, MSWord and Excel). Excel skills are required.
• Knowledge and experience in payroll, benefits, employment law, compensation, organizational planning, recruitment, organization development, employee relations, safety, employee engagement, and employee development are preferred but not required.

Job Type: Full-time

Benefits:

• Flexible spending account
• Health savings account
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• No nights
• No weekends

Experience:

• Organizational skills: 5 years (Preferred)

Work Location: In person