As an Office Manager, you are the backbone of our daily operations, ensuring efficiency across administrative, financial, and client-service functions. You will collaborate with leadership, oversee office procedures, manage internal systems, and contribute to a positive work environment. You'll be the first voice our clients hear and the first smile they see, setting the tone for their entire experience with us. You're not just managing the office, you're shaping first impressions, fostering a welcoming atmosphere, and ensuring seamless daily operations that keep our team and clients moving forward with confidence.
RESPONSIBILITIES
Develop working knowledge of Section 1031 regulations and 1031 CORP. Standard Operating Procedures.
Professionally and efficiently greet and provide a pleasant experience to 1031 CORP. visitors and telephone callers, ensuring a seamless experience for clients and business partners.
Maintain and enhance office procedures to ensure smooth daily operations.
Oversee office supply procurement, vendor relationships, and inventory control while managing costs.
Ensure compliance with company policies and industry regulations, including secure handling of confidential data.
Manage office communications, including scheduling meetings, preparing agendas, and recording meeting minutes
Assist exchange coordination teams by ensuring timely printing and mailing of documents.
Prepare monthly reports on client retention, referral sources, and key performance indicators.
Assist with the planning and coordination of educational and promotional seminars, ensuring cost-effective execution and seamless attendee experience.
Assist with the tracking of presentations, sponsorships and exhibit opportunities.
Represent 1031 CORP. at industry events, networking functions, and training seminars as needed.
Prepare birthday cards and various postcards for valued past clients.
Enter contacts in CRM databases (Microsoft Dynamics) for client, referral partner and transaction tracking.
Continuously improve administrative processes through automation, technology adoption and best practices.
Assist with additionally assigned tasks as needed.
SKILLS AND QUALIFICATIONS
1. Ability to efficiently answer multi-line telephone, transfer calls seamlessly to appropriate party or voice
mail and take accurate messages.
2. Pleasant demeanor.
3. Demonstrated ability to meet team and corporate objectives.
4. Exceptional communication skills, both written and verbal, to interact effectively with
clients, vendors, and team members.
5. Strong organizational and multitasking abilities, with keen attention to detail, in a fast
paced environment.
6. Experience in office administration, operations, or executive support within a professional service
environment
7. Strong organizational and multitasking abilities, with keen attention to detail.
8. Tech-savvy, proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint);
experience with CRM systems (Microsoft Dynamics preferred).
10. Analytical mindset with financial acumen to manage budgets, reports, and expenses.
11. Leadership qualities to manage and mentor administrative staff.
EDUCATION, EXPERIENCE AND LICENSING
Bachelor's degree in business administration, finance, real estate, or a related field preferred.
Experience in real estate, title, banking, or legal environments.
Notary Public certification (or willingness to obtain).
COMPUTER SKILLS
Familiarity with MS Windows, MS Word, MS Excel, MS Outlook, MS PowerPoint and the ability to successfully navigate the Internet.