Office Manager

A family-owned and privately held property management company, First Realty Management has more than 70 years of experience with the industry knowledge to match. We combine the resources of a large company with the personal touch and attention to detail of a small, local firm.

At the core of it all, our talented employees make us stand out above the rest. While we perform as a top-tier property management company, we strongly emphasize our close-knit, family-owned foundation. Professional growth is encouraged through a commitment to educational advancement and opportunities to learn from industry thought leaders. We create a sought-after community atmosphere by recognizing and celebrating those who go above and beyond. And above all else – we always put our team members first.

We are seeking an Office Manager for our downtown Boston main office. This individual is responsible for office management, all office services, and facilities management. They are also responsible for providing excellent customer service and critical administrative support to First Realty’s various departments and home office team members.

This role is a 5-day, in-office position.

Primary Responsibilities:

Manages office facility by:

• Ensuring all necessary repairs are completed expediently and cost-effectively
• Engaging in office inventory management and
• Maintaining various storage areas to ensure they are in good order and ensuring the office looks clean, well-organized, and attractive for team members and visitors.

Manages office budget and finances by:

• Working with accounting to create annual budgets for the penthouse unit, and carrying out the items included in the budget
• Engaging in needed reconciliation to ensure allocations, such as for copier and mail postage services, are completed appropriately.
• Preparing monthly packages for VPs containing a monthly manager’s report and financial reporting package.

Provides critical administrative support by:

• Executing ongoing administrative responsibilities related to our various internal departments such as operations, compliance, marketing, HR, construction supervision, and accounting.
• Ensuring the effective execution of corporate projects by assisting with such projects and supporting the work of the VPs, Directors, and other team members as needed.
• Assisting with the organization of corporate training programs, meetings, and events.

Engages in general office administration by:

• Arranging for guest parking and admission of guests.
• Checking general company voicemail boxes, responding to guest, resident, and team member inquiries, or distributing messages to appropriate individuals as needed.
• Distributing incoming mail, faxes, and packages.
• Keeping home office staff apprised of building actions and events.
• Registering staff for various industry programs.
• Maintaining records of certifications obtained by team members and submitting them to relevant agencies.

Requirements

Knowledge and Ability:

• Knowledge of office administration and associated responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Excellent written and verbal communication skills
• Excellent attention to detail and problem-solving skills
• Excellent organizational and planning skills
• Excellent time management skills and ability to multi-task and prioritize work
• A creative mind with the ability to suggest improvements
• Ability to exercise leadership, judgment, and discretion in sensitive matters.
• Ability to read and understand vendor contracts
• Takes initiative, has demonstrated the ability to be proactive, and work independently.

Experience:

• Experience as an Office Manager, Paralegal or Executive Assistant preferred
• Demonstrated research, writing, and excel expereince
• Five years of progressively responsible experience in a business office environment preferred
• Experience working with trades contractors preferred

Level of Education/Training/License:

• A bachelors degree in business is preferred but not required

Benefits

• Sign-on Bonus
• Paid Vacation, Holidays, PTO/Personal leave.
• 401(k) plan
• Health, Vision, and Dental Insurance
• Life Insurance, Short- & Long-Term Disability
• Flex spending accounts & Transportation expense accounts
• Opportunity for professional growth and development

An EOE/ Veterans/Disabled Employer:

If you need an accommodation to apply due to a disability or protected veteran status, please contact HR at 617-423-7000 ext. 3772.