Office Coordinator in New York, NY at Related Management

Date Posted: 7/14/2020

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    New York, NY
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
    7/14/2020

Job Description


Primary Purpose:
This position serves as office coordinator of all administrative support at 20 Hudson Yards and 30 Hudson Yards and is responsible to provide ongoing support to the management staff, as determined and as assigned by the General Manager(s). The majority of tasks require independent planning and prioritization. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.
 
Responsibilities:
The successful candidate’s responsibilities will include, but not be limited to:
  • Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement to pay, and property budget.
  • Preparation, coordination and management of lease agreements, center operating contracts, associated work permits, insurance requirements, and various management logs
  • Ensure all team members have access to the tools they need for their jobs, including office supplies and equipment, hardware, software, telephone and internet and IT support.
  • Manage relationships with office building management, vendors and consultants.
  • Be a welcoming resource for everyone that calls or emails
  • Organize company electronic and paper file systems, databases and records.
  • Assisting with updating client contact spreadsheets
  • Develop and maintain methods for quick compilation of key information required for team members, vendors and consultants.
  • Plan and attend select meetings, take notes, prioritize takeaways and follow-ups, including bimonthly team meetings
  • Working with facility management, requesting service as needed and alerting the team of any drills or changes to the environment
  • Assist and organize companywide events, such as annual holiday party and company outings
  • Provide general administrative support and projects as directed
  • Must be able to adhere to business hours with occasional support during non-traditional hours 

Office Services:
  • Ensures the entire office, from the meeting rooms to the copy areas are properly maintained and remain representative of the Related brand
  • Works with appropriate partners to effectively maintain presentation and seating standards for the management office.
  • Oversee inventory and management of office supplies.
  • Identifies facilities issues and concerns and coordinates with Facilities Manager to address in a timely manner.
  • Coordinates with recruitment on new hire seating assignments and department heads on seating assignment change requests. Maintains up-to-date seating charts.
  • Oversees conference room booking system. Provides training to newly hired associates.
  • Manage mailroom operations to ensure timely processing of all incoming and outgoing mail.
  • Anticipates office needs and is proactive about addressing them.
  • Develop and maintain effective communication and working relationships with department heads, EAs, Facilities, building management and vendors.
  • Create presentation decks, analyze event performance, and prepare metrics reporting for executive review
  • Manage office services budget and process invoices as required.
Benefits:
  • Comprehensive Medical, Dental, Vision, Life, Disability & Flexible Spending Accounts
  • Paid Time Off & holidays
  • 401(K) 
  • Tuition reimbursement 
  • Robust modern fertility program
  • Incentive bonus program
  • Commuter benefits 
  • Employee Assistance Program & more!


Qualifications


  • 2+ years prior experience in a fast-paced office environment in a similar role, preferably in real estate
  • Knowledge of administrative procedures, customer service principles and practices
  • Excellent communication skills both verbal and written
  • Strong organizational and interpersonal skills with attention to detail
  • Aptitude for understanding financial reports and extracting information
  • Strong working knowledge of various computer software such as Microsoft Office including Outlook, Word, Excel, PowerPoint, and SharePoint, JD Edwards and Web based input software.
  • A positive proactive attitude and willing to take on more responsibility as they grow into the role
  • Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants and co-workers
  • Ability to prioritize, coordinate, multi-task and demonstrate initiative


Overview


Related Management Company (RMC) is the owner and operator of a premier portfolio of assets valued at over $60 billion. Our operating portfolio consists of a diversified mix of properties including luxury rental buildings, retail and commercial space, luxury condominium residences, affordable, and workforce housing located throughout the United States.
 
As the owner and developer for the majority of the RMC portfolio, we have ensured that our buildings are the best assets in their respective submarkets. We provide a diligently maintained property management platform with dedicated professionals who consistently exceeds our residents’ and commercial tenants’ expectations.  Our dedication to providing the highest and most personalized level of service is one of the hallmarks of the company and a key differentiator in the market. For more please visit www.Related.com .
 
Related is an Equal Opportunity Employer
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