Careers

TITLE:              Office Manager- Raleigh Office

REPORTS TO:   Executive Vice President – Hoffman Associates – South

STATUS:           Full Time Permanent, Exempt, In-Person (not fully remote)

LOCATION:      Raleigh Office – 11 West Franklin St., Raleigh, NC 27604

General Summary: Hoffman & Associates, Inc., is a Washington, D.C. based real estate developer, owner, and operator specializing in the residential and mixed-use sector.  Hoffman & Associates focuses on developing innovative inclusive communities that bring people together and raise the human spirit.  The company is actively hiring for an Office Manager at their Raleigh, North Carolina location.  The primary objective of the Office Manager is to manage daily operations of the office and provide administrative support to staff and executives.

Duties and Tasks Include:

• Develop, revise, and make recommendations for administrative procedures to ensure the smooth operation of the office
• Coordinate with corporate headquarters DC office on significant matters
• Maintain and manage stock of office supplies throughout the office
  • Research vendors to ensure cost savings and optimal service levels
• Schedule meetings and conference rooms as requested
• Keep office interior, machinery, equipment, furnishings, and appliances tidy and in good working order
  • Initiate and manage repairs and maintenance as needed
  • Manage cleaning service work and communicate with supervisors as needed
  • Maintain order in common and storage areas
• Plan and execute all aspects of company special events
• Manage office budget for the following:
  • Office supplies
  • Software
  • Copiers, equipment, and machinery
  • Events
  • General operations
• Greet visitors and assist as appropriate, projecting a positive image for the company
  • Coordinate front desk coverage during breaks and absences
• Answer phones, assist and direct callers
• Sort and distribute incoming mail
• Prepare documents and packages for delivery
• Create and maintain incoming and outgoing package logs
• Assign appropriate cost codes to purchases, submit receipts, reconcile with monthly corporate card statements
• Create expense reports for staff and executives, submit for payment
• Assist development and construction managers with budget updating and project costing management
• Assist in preparation of marketing and presentation materials
• Prepare conference rooms prior to use and ensure clean-up after
• Keep the copiers filled with paper and toner and reorder as necessary
• Manage catering requests
• Filing, both active and archives
• Research and prepare reports on various subjects
• Prepare meeting materials as directed
• Cultivate positive relationships with stakeholders
• Other duties as required and assigned

Required Knowledge, Skills, & Abilities:

• Proficiency in Outlook, Word, Excel, Power Point, Teams
• Excellent computer skills
• Strong attention to detail and efficiency
• Time management and organizational skills
• Self-starter who identifies problems and pro-actively uses resources to solve or avoid potential issues
• Superior communication skills, both verbal and written
• Ability to work independently and multi-task
• Professional demeanor and positive attitude
• Initiative and follow-through
• Demonstrate maturity, good judgment, and ability to learn
• Flexibility in working environment and assigned tasks

Education and Experience:

• U.S. work authorization
• High school diploma or equivalent; Bachelor’s degree a plus
• At least 3 years of experience in a similar role
• At least 3 years of experience in a professional office environment

Physical Requirements:

• Must be able to lift and carry at least 20 pounds
• Prolonged periods of sitting at a desk and working on a computer

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities, and requirements.

Hoffman & Associates does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factor.