Office Manager and Concierge

Crescent Communities, LLC; Charlotte (NC); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Office Manager to ensure the efficient operation of their corporate office. This role involves greeting visitors, maintaining office facilities, and coordinating supplies. The ideal candidate will have a strong background in office management, excellent organizational skills, and a commitment to customer service. Join a company that values its employees and offers a comprehensive benefits package, including health and wellness programs, and opportunities for professional development. If you thrive in a dynamic environment and are passionate about creating a welcoming atmosphere, this position is perfect for you.

Benefits

Health insurance

Dental insurance

Vision insurance

Paid time off

401k plan

Parental leave

Education reimbursement

Employee assistance program

Wellness subsidy

Hybrid flexible schedules

Qualifications

• HS Diploma or Associate Degree in business or office administration required.
• Proficiency in Microsoft Office Suite and strong multitasking skills needed.

Responsibilities

• Ensure smooth functioning of the corporate office and assist visitors.
• Maintain cleanliness and proper functioning of office facilities.
• Coordinate office supplies and assist with onboarding new hires.

Skills

Microsoft Office Suite

Multitasking

Time-management

Attention to detail

Written communication

Verbal communication

Interpersonal skills

Resourcefulness

Education

High School Diploma

Associate Degree in Business Administration

Tools

Office equipment

Job description

Crescent Communities is a nationally recognized, market-leading real estate investor, developer, and operator of mixed-use "communities." We create high-quality, differentiated multifamily and commercial communities in many of the fastest growing markets in the United States. Since 1963, our development portfolio has included more than 85 multifamily communities and 24 million square feet of commercial space. Crescent Communities has offices in Charlotte, DC, Atlanta, Orlando, Nashville, Dallas, Denver, and Phoenix. Our multifamily communities are branded NOVEL, RENDER and HARMON by Crescent Communities, our industrial developments are branded AXIAL by Crescent Communities, and our life science developments are branded THE YIELD by Crescent Communities.

POSITION SUMMARY

Position is responsible for ensuring smooth and efficient functioning of the corporate office while upholding the company’s mission and vision and adhering to its values.

General Responsibilities

1. Serve visitors by greeting, welcoming, and directing them appropriately, with a strong focus on customer service. Assist visitors with parking validations, beverage offerings, coat & luggage storage and provide brief overview of key areas within the office space (i.e., restrooms, beverages, destination).
2. Inspect the overall appearance of the office at the start and end of business.
3. Ensure cleanliness and proper functioning of breakrooms, conference rooms, bathrooms, and office supply rooms – resolve issues and communicate any concerns with supervisor. Duties include restocking supplies, wiping tables and counters, restocking coffee machines, ensuring all TVs and conference room equipment are on and functioning properly.
4. Retrieve and distribute office mail and shipping daily. Maintain shipping and mailing supplies.
5. Take USPS mail inside post office daily and drop off FedEx packages prior to pick up time daily. Occasionally drop off UPS packages.
6. Order snacks, beverages, and office supplies to ensure there is no lapse in supplies.
7. Assist with vendor access forms and assist with set up and breakdown of catering as needed.
8. Plan, coordinate and execute monthly office events and/or wellness sessions, assist with all-company meeting planning & execution.
9. Onboarding New Hires: greet and tour new hires, ensure each new hire receives a welcome gift and setup new hire desks with basic office supplies.
10. Answer, screen and forward incoming phone calls and online inquiries to proper colleagues. Main point of contact for the corporate office.
11. Building management and parking liaison.
12. Ensure proper front desk coverage is maintained for guests during personal time off.
13. Maintain security by following proper procedures and monitoring visitor registration.
14. Inform supervisor of any office issues such as large maintenance issues, security concerns, consistent colleague concerns or a need to update/refresh (paint/flooring/furniture).

Building Management

1. Coordinate service and maintenance requests.
2. Communicate important tenant/building information to colleagues.
3. Coordinate with parking management to maintain and manage transponders, parking validations and billing; secure or cancel passes from separated colleagues; coordinate as needed with IT.
4. Manage office keys and access cards as needed.

Breakroom Maintenance

1. Inspect and ensure proper functioning of breakrooms: cleanliness, dishwasher operation, ensure properly operating machinery, refrigerator purges, maintain ample stock for coffee makers and breakroom supplies.
2. Maintain breakrooms throughout the day by wiping counters and tables and restocking glasses and mugs.

Conference Room Coordination and Maintenance

1. Ensure conference rooms are presentable and stocked with necessary supplies.
2. Assist with conference/video call setup; coordinate with IT on technology issues.
3. Assist administrative staff with catering setup and removal as needed.

Office Shipping and Mailing

1. Retrieve and sort incoming office mail daily and distribute to proper business units.
2. Receive incoming packages and distribute to proper recipients.
3. Ensure all USPS, UPS and FedEx packages are mailed in a timely manner daily.
4. Coordinate postage machine maintenance and billing.
5. Coordinate courier services as needed.

Office Supplies

1. Maintain ample office supplies and ensure supply rooms are fully stocked, and machinery is in proper operating condition; coordinate with IT office equipment needs.
2. Place office supply orders for colleagues as needed.
3. Ensure each office copier is stocked with copier paper and replace ink cartridges as needed.
4. Provide products for the office that are in alignment with the Company’s sustainability initiative.

Onboarding and Offboarding

1. Order initial office supplies for new hires and setup in office spaces.
2. Ensure new hire workspaces are in good operational condition.
3. Coordinate office badges and parking information with building management.
4. Coordinate office name plates for new colleagues.
5. Provide office tour and introductions for new hires – review operation of key equipment (i.e., coffee machines).
6. Clear offices of separated colleagues.

Other Assignments

1. Review, code and submit invoices and expense reports in a timely manner.
2. Annually review office supply needs and costs – verifying best pricing and quality.
3. Assist supervisor with miscellaneous projects and events as needed.

POSITION REQUIREMENTS AND QUALIFICATIONS

Education and Experience

Minimum:

1. HS Diploma, Associate Degree in business or office administration and/or 2-5 years related office management experience.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook.
3. Multitasking and time-management skills, with the ability to prioritize tasks.
4. Attention to detail with excellent organizational skills.
5. Solid written and verbal communication skills and interpersonal skills.
6. Pleasant and professional attitude and appearance; diplomacy is a must.
7. Ability to be resourceful and proactive when issues arise.
8. Must be able to maintain flexibility and work well with various types of people.
9. Hands-on experience with office equipment (e.g. printers).
10. Associate Degree or higher in business administration.
11. 5+ years office management experience in a real estate environment.

PHYSICAL DEMANDS

1. Communicate and converse to exchange information.
2. Operate a computer keyboard, phone, calculator, and other office equipment.
3. Ability to read a variety of materials.
4. Must be able to remain in a stationary position for extended periods of time.
5. Must be able to transport 35-50 lbs. (computer, planters, files, etc.).
6. Move about the office to access file cabinets, office machinery, etc.

OTHER INFORMATION

1. Office environment with exposure to personal computer monitor and frequent use of a keyboard.
2. In office M-F, 8:00 am – 5:00 pm (schedule may vary depending on needs of company). Occasional after-hours events.
3. This position does not offer a work-from-home option.
4. Valid driver’s license or reliable method of transportation to/from work.

BENEFITS

We offer a full benefits package starting day one that includes health, dental, vision, paid time off, paid holidays, 401k plan, paid STD/LTD, parental leave, charitable match, wellness subsidy, community involvement, summer hours, education reimbursement, employee assistance program, hybrid flexible schedules and much more!

DISCLAIMER/OTHER DUTIES

This document describes the position currently available and serves only as a summary of the typical functions of the job. It is not an exhaustive or comprehensive list of all possible job responsibilities. Tasks, responsibilities and duties of the jobholder may differ from those outlined. Other duties, as assigned might be part of the job. It is not an employment contract. Our company reserves the right to modify job duties or job descriptions at any time.

Crescent Communities, LLC is an Equal Opportunity Employer

An equal opportunity employer, Crescent Communities treats each individual fairly in all employment decisions without regard to race, color, gender, religion, age, sex, gender identity, national origin, sexual orientation, veteran, disability or any other protected status by federal or local law.

Crescent Communities, LLC participates in E-Verify