Office Manager – Capital Markets

Office Manager – Capital Markets

Requirements

• 5 plus years of previous office management experience.
• Strong leadership skills and ability to communicate with all levels of the firm.
• Excellent communication, organizational, grammatical, and time-management skills.
• Ability to work independently yet have a team player attitude.
• Intermediate working knowledge of Word, Excel and Power Point, Windows (Office 2013 version).

Responsibilities

• Oversee and coordinate all office activities and facilitate day-to-day operations.
• Ensure that company policies are followed and communicate new policies, procedures, and best practices to staff.
• Develop administrative staff by providing training, information and access to resources.
• Participate and make recommendations in office planning process with Office Heads and assist with company-wide functions.
• Organize special office or department activities such as company events, client networking events, staff appreciation activities, and office moves.
• Preparation of annual budget including working with Office Heads to determine expenses, research costs, and analyze previous year’s budget.
• Make decisions and approve expenses with budgetary restrictions in mind.
• Maintain relationships and contracts with vendors and service providers.
• Maintain office filing system and oversee proper maintenance of off-site storage.
• Responsible for ensuring data is correct in internal database (Capforce) and following up on missing information.
• Serve as office contact for all corporate departments such as Human Resources, Accounting, Marketing and Information Technology.
• Resolve any personnel issues, either by handling or working with Human Resources.
• Accounting contact for processing of invoices, reviewing and approving employee expense reports.
• Work with Marketing on the coordination of events, press releases, and JLL publications.
• Coordinate with IT to ensure all employees have proper computer and phone equipment, access to systems, enabled/disabled etc.
• Responsible for all office moves, expansions and upgrades involving working with contractors, negotiating costs, making decisions about space, furniture, computers, etc.

Preferred Qualifications

• Experience with accounting, human resources, IT and facilities management is preferred.
• Real Estate/Finance background is preferred.
• College degree preferred or equivalent experience.