Office Manager

Company: Anchor Quest
Location: Oakland
Posted on: June 19, 2022

Job Description:

Anchor Quest is partnering with a well-established Commercial Land Development firm with a high priority need to hire an Office Manager to support their Oakland headquarters. We are looking for someone with experience working for a high-volume construction/home builder, an architectural firm, or an engineering firm that is polished and VERY technically savvy. Someone who desires to truly be helpful to your leaders and co-workers, to go the extra mile without being asked. We ask for some flexibility in your schedule - we value work/life balance, but in a pinch, understanding a bit more time might be needed, and most importantly, we need a positive, can-do attitude. This is NOT a remote role as they do work in the office. Candidates with a background in Architecture, Engineering, Construction, and or Real Estate are a HUGE PLUS and are encouraged to apply.
What you will be doing:

• Work closely with the development team may be asked to put together Bid Packages, builder packages, and other proposals
• Work closely with the marketing and the development team to create marketing materials and coordinate events
• Prepare and edit correspondence, communications, presentations
• Record, transcribe and distribute meeting minutes for different teams
• Support relationships with existing and prospective clients
• Manage mail, deliveries, and couriers and responsible for corporate accounts with those vendors
• Act as the first point of contact for outside visitors
• Notarize documents such as those related to land closing, loans, permits, etc.
• Act as the IT liaison and set up computers, troubleshoot phones, computers, and peripheral equipment. Assist with remote sessions for server issues.o Responsible for Company-wide phone systemo Responsible for printer and copier leases and contracts
  • Work with Human Resource Team to onboard new employees, computers, phones, business cards, etc.
  • Order, receive, and stock office supplies, responsible for those vendor relationships.
  • Coordinate travel arrangements and submit expense reports using Concur
  • Arrange and coordinate meetings and company events
    
    What you bring to the table:
    • Enthusiasm! A self-starter skilled at managing multiple demands
    • Knowledge of rules relating to confidential information
    • Knowledge in the use of standard audio & video conferencing tools (including Zoom, GoToMeeting, MS Teams)
    • Advanced skills in MSO, including Word, Excel, PowerPoint, and SharePoint
    • Excellent time management and task prioritization skills to effectively meet multiple deadlines
    • Superior calendar management, meeting planning, and event planning skills
    • Ability to demonstrate attention to detail and commitment to producing high-quality work
    • Ability to appropriately handle confidential and sensitive issues
    • Ability to exhibit initiative, dependability, resourcefulness, and creativity
    • Ability to work independently with minimal oversight and collaboratively with a group
    • Ability to work flexible hours as needed or required by deadlines
      Education and Experience
      • Bachelor's degree preferred
      • A minimum of 5+ years of experience providing office management
      • Knowledge of the real estate industry, a definitive plus
      • Accredited California Notary Public a considerable plus, if not a notary, willingness to obtain a notary license

Keywords: Anchor Quest, Oakland , Office Manager, Executive , Oakland, California