Office Manager

Position Overview: 

Pillar Income Asset Management, a national real estate investment firm, is seeking a highly organized, detail-oriented, and proactive professional to serve as Office Manager. This individual will play a critical role in maintaining the functionality and efficiency of the business environment by coordinating office operations, vendor relationships, and facility needs. The ideal candidate will bring a strong sense of ownership, discretion, and professionalism to this multifaceted role. 

Key Responsibilities: 

Office Operations & Facilities Management: 

• Serve as the primary liaison with Property Management to ensure the seamless daily operation of the office.
• Lead and supervise the Office Services team (Receptionist and Assistant Facilities Manager).
• Submit and monitor work orders using the IMPAK system.
• Maintain inventory and cost-effective ordering of office supplies and materials.
• Oversee vendor relationships, including invoice review and processing for office-related services.
• Manage office access: parking assignments, access cards, suite keys, and garage remotes.
• Maintain up-to-date parking maps, floor plans, and fire warden assignments.
• Coordinate with Human Resources to support business continuity planning.
• Schedule and manage shredding services and oversee all mailroom operations.
• Place orders for branded materials such as business cards, letterhead, and envelopes.
• Support in-suite construction projects, including vendor coordination, signage updates, and office improvements.
• Coordinate office relocations, space planning and furniture procurement.
• Collaborate with HR to plan and coordinate corporate events, including volunteer opportunities, company luncheons, wellness challenges, and holiday celebrations.
• Manage and coordinate employee gifts, including year-end appreciation gifts, milestone anniversaries, holiday party raffles, Administrative Professionals Day, and other special events as needed.
• Oversee the general office budget by reviewing monthly expense spreadsheets for accuracy and flagging discrepancies.
• Handle all companywide notifications regarding office closures or operational changes; coordinate with HR to disseminate inclement weather updates and 911 alerts to all Pillar-affiliated companies.
• Own conference room scheduling to ensure efficient use of shared office space.
• Manage onboarding of new employees, including preparing workstations, signage, desk nameplates, parking forms, updating phone lists, etc.

Technology & Systems Oversight: 

• Manage and maintain FedEx accounts for Pillar Income and Liberty Bankers Insurance Group.
• Ensure all W-9s and Certificates of Insurance (COIs) are current and aligned with vendor agreements.

Qualifications: 

• 3 to 5 years of relevant experience in office management, project management, or executive assistant support.
• Proficiency in Microsoft Word and Excel; experience with Visio is a plus.
• Exceptional written and verbal communication skills.
• Highly organized with strong attention to detail and a proactive, flexible approach to problem-solving.
• Excellent interpersonal skills and the ability to build rapport across departments.
• Discretion and professionalism in handling confidential information is essential.
• Strong data entry and memory skills; ability to manage multiple priorities effectively.