OFFICE MANAGER - Indianapolis North Side - RealAmerica Development

OFFICE MANAGER - Job Description

Department: Corporate

Status: Exempt/Salary – Full Time

Annual Salary Range: $40,000 to $50,000

Reports to: Human Resource Manager

RealAmerica is seeking a highly organized individual to join our team as the Office Manager. This role plays a crucial part in ensuring the smooth operation of our corporate office and supporting our staff. The ideal candidate will be professional, proactive, adaptable, and possess a strong commitment to fostering a positive company culture.

RealAmerica is a dynamic real estate development firm specializing in construction of affordable and market-rate multifamily apartments, as well as commercial real estate projects. We are dedicated to providing quality housing solutions while fostering positive relationships within our communities.

Principal Objective of the Position: This role encompasses managing office administrative tasks, coordinating IT-related activities with our third-party IT vendor, and promoting effective communication and efficiency across departments, assisting the accounting department.

QUALIFICATIONS/REQUIREMENTS:

Training/Education

• High school diploma or equivalent required. Bachelor's degree strongly preferred.
• Additional certifications or training in office administration, or related field strongly preferred
• Valid Driver’s License and reliable private transportation

Experience/Skills

• Administrative Skills: Strong organizational abilities with attention to detail. Proficiency in office management tasks such as ordering supplies, coordinating maintenance requests, managing correspondence, and planning and coordinating professional business events. Prior experience in office administration strongly preferred.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with internal stakeholders, external vendors, and visitors. Capable of conveying technical information in a clear and understandable manner.
• Technology Integrations: Aptitude for identifying and implementing new technology and resources to enhance office efficiency.
• Customer Service Orientation: Dedication to providing exceptional customer service to internal and external stakeholders. Ability to handle inquiries and resolve issues promptly and courteously.
• Positive Attitude: A proactive and adaptable approach to work, with a positive attitude towards problem-solving and teamwork. Commitment to fostering a supportive company culture and promoting employee engagement events.
• Multitasking and Prioritization: Strong multitasking abilities and the capacity to manage competing priorities effectively. Skilled in prioritizing tasks to meet deadlines and maintain workflow continuity.
• Software Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, etc.) and familiarity with other relevant software applications. Ability to learn new software tools quickly.
• Real Estate Industry Knowledge: While not required, familiarity with real estate industry practices and terminology is advantageous in understanding the specific needs of the company’s operations.

Essential Duties and Responsibilities: Include the following but are not limited to the job specifications. Additional duties or job functions that can be performed safely may be required as necessary by supervisory personnel.

1. Office Administrative Duties:
   1. Manage office supplies inventory and place order as needed.
   2. Coordinate and submit work orders for building maintenance and follow up when necessary. Walk the building daily to ensure proper maintenance and cleanliness throughout.
   3. Cultivate a positive company culture by encouraging teamwork and assisting employees with various tasks such as outside meetings and property events.
   4. Maintain a welcoming environment by greeting visitors to the office.
   5. Coordinate and set up meeting and conference room spaces with refreshments and other appropriate items for various departments within the company.
   6. Coordinate employee engagement events to promote team bonding and morale.
   7. Manage company vehicle processes including maintenance logs, registration renewals and mileage logs. Ensure employees are notified and trained on company vehicle processes.
   8. Manage company cell phone account and maintain company cell phones.
   9. Manage and maintain other company accounts, as necessary such as postage machine, etc.
2. IT Coordination:
   1. Serve as the liaison between RealAmerica and third-party IT vendor(s) for computer and equipment setup, purchases, and support.
   2. Provide basic troubleshooting assistance to staff for IT issues before escalating to third-party support.
   3. Ensure that all departments have the necessary IT infrastructure and support to fulfill their responsibilities effectively.
3. Communication and Support:
   1. Answer and return telephone calls and emails from vendors, residents, property staff, etc. in a professional and timely manner.
   2. Communicate effectively through various channels including email, telephone, and face-to-face interactions.
   3. Provide administrative support to corporate staff as needed, including scheduling meetings, preparing documents, and managing correspondence.
4. System Redesign and Efficiency:
   1. Identify opportunities to streamline office processes and implement improvements for greater efficiency and cost savings.
   2. Redesign systems and workflows as necessary to enhance productivity and effectiveness.
5. Other Duties As Assigned
   1. Perform tasks or responsibilities beyond
   2. Assist Accounting Department

Dress Code: Business Professional/Business Casual

Contacts and Liaisons: The Office Manager will regularly communicate with all necessary RealAmerica Company employees, outside vendors, residents, and other individuals as deemed necessary to fulfill the position's responsibilities.

Diversity, Equity, and Inclusion: As with our Mission, Vision, and Values, DEI (Diversity, Equity, and Inclusion) is always at the forefront of our operation. At RealAmerica, we drive an inclusive culture that respects, encourages, supports, and celebrates the diverse voices of our employees. Be yourself! We like you that way!