Office Manager and Administrative Assistant

Hunt Companies; Norfolk (VA); On-site; USD 60,000 - 74,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Disability insurance

HSA/FSA accounts

Retirement plan

Paid time off

Job summary

Hunt Companies, Inc. is seeking an Office Manager and Administrative Assistant to coordinate and manage office functions for the HHR Development and Construction Team.

You will provide administrative support to senior staff, greet guests, handle compliance with policies, and maintain good relations with tenants and service providers. The role includes arranging meetings, coordinating travel, and supporting budgeting and events across the department.

Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, or equivalent work experience required.
• Minimum 1 year of experience managing an office.
• Minimum 1 year of people management experience.

Responsibilities

• Acts as office receptionist to visitors and vendors.
• Oversees all office operations including purchasing and customer relations.
• Manages front office HR tasks including onboarding and training.
• Coordinates meetings and events, and prepares meeting spaces.
• Manages mail, packages, and office supplies to ensure stock.

Skills

Office management

Customer relations

HR onboarding

Meeting planning

Budget tracking

Event coordination

Confidential information handling

Communication

Time management

Microsoft Office

Workday

Education

Bachelor's degree in Business Administration/Public Administration or equivalent

Tools

Workday

Job description

A Brief Overview

The Office Manager and Administrative Assistant is responsible for coordinating and managing office functions for the HHR Development and Construction Team and providing administrative support to the senior-level staff. This role is responsible for office management, greeting guests, ensuring complete compliance with all corporate policies and procedures, maintaining good rapport with tenants and service providers, and handling other customer relations activities. This position is also responsible for providing office supplies, coordinating meetings, ordering lunches, and various other administrative duties.

What you will do

• Acts as office reception to all visitors and vendors as applicable.
• Oversees all office operations, including purchasing and customer relations.
• Manages all front office HR-related tasks, including training, new employee onboarding, and equipment setup.
• Manages conference calls and meetings, including preparing and organizing meeting space and materials in advance. Orders food for business meetings (breakfast/lunch, etc.), as required.
• Coordinates meetings, conferences, and other special events and tasks across department and/or division.
• Ensures all incoming packages and mail are directed to appropriate individuals.
• Ensures the cleanliness and overall appearance of the office, including the kitchen, supply/printer area, and storage room.
• Ensures office supplies, equipment, and kitchen items are sufficiently stocked, coffee, paper goods, etc. while maintaining overall management and inventory of items described.
• Manages the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company.
• Arranges domestic travel and prepares expense reports.
• Assists with office moves and other various facilities-related tasks if applicable.
• Updates office furniture, wall coverings, and overall office appearance.
• Partners with the manager to ensure all office needs are met.
• Drafts and distributes correspondence, maintain files, and performs various special projects.
• Creates and updates division PowerPoint presentations.
• Demonstrates confidentiality, as the administrative work for this role involves top-level management contacts and exposure to highly sensitive information, requiring considerable tact, diplomacy, and judgment.
• Understands and complies with company policies and procedures while performing the role outlined above.
• Understands and complies with building management's policies and procedures, including emergency evacuations, fire warden responsibilities, etc.
• Attends all required training related to company and building management, in-service training, and staff meetings.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership.
• Troubleshoots equipment and acts as a liaison for the office regarding IT-related issues.
• Tracks budget related to sponsorships and memberships, check requests, fills tables, collaborates with the community and PR team, coordinates events, and functions
• Oversees budget responsibility includes overseeing political donations and sponsorships. Tracks political donation/budget, and check requests.

Education Qualifications

• Bachelor's Degree in Business Administration, Public Administration, or equivalent work experience required.

Experience Qualifications

• A minimum of 1 year work experience managing an office for the Office Manager role required.
• A minimum of 1 year experience in people management required.

Knowledge, Skills, and Abilities

• Demonstrated ability to work independently with limited direct supervision.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• A high degree of professionalism and a strong work ethic, coupled with a sense of responsibility and integrity, is required.
• Excellent teamwork and interpersonal skills.
• Strong time management and organizational skills with attention to detail.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required. Workday is a strong plus.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• Ability to resolve problems independently and work with a high degree of autonomy and responsibility.
• Requires a detail-oriented, self-starter who takes initiative, is able to prioritize, work independently with limited direction, and multitasks in a busy environment.
• Ability to accept new responsibilities and adapt to changes in procedures and processes, and work as part of a team.
• Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.

Compensation

We are committed to offering competitive and equitable compensation. The hiring range for this position is generally between $60,000 - $74,000, exclusive of fringe benefits or potential bonuses. This position is also eligible for a performance bonus. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors - we believe in the importance of pay equity. Please keep in mind that the range mentioned above is the general Hiring Range for the role. Hiring at the top of the range is reserved for exceptionally qualified candidates. We consider internal and external factors as a part of every final offer. We also offer a generous total compensation and benefits package.

Benefits

A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

EEO/ADA

The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.

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