Office Operations Analyst

: Description:

POSITION OVERVIEW

Full-time position located in our Newport Beach office and will support other offices remotely. This role is responsible for office financial administration, on/off-boarding office personnel, facilities oversight, real estate licensing, and interdepartmental liaison to ensure compliance with established corporate guidelines and consistency with company policies. In addition, this role will participate in national and local initiatives and projects. May require minimal travel.

This position will have the following responsibilities for multiple offices in multiple states.

PRINCIPAL RESPONSIBILITIES

Financial

• Monitor expenses and approve vendor invoices in online A/P system
• Prepare, review and submit personnel expense reports
• Approve on-line vendor orders and ensure contract items are being utilized
• Conduct detailed review of monthly Profit & Loss Statement noting explanations for variances
• Prepare and implement annual budget and ensure cost containment procedures are maintained
• Research to accurately forecast expenses for offices supported
• Assist in forecasting and documenting revenue for each broker

Human Resources

• Facilitate on- and off-boarding of personnel
• Review and approve time sheets and time off requests in payroll system
• Communicate and coordinate company policies and procedures and ensure they are implemented
• Serve as office point-of-contact and resource person
• Hire temporary staff, if needed

Facilities Management

• Coordinate facility needs with property management, including lease renewals, parking, mail service, and other office issues
• Order, organize or facilitate office supplies, branded items and kitchen supplies
• Evaluate equipment, furniture and off-site storage needs and facilitate acquisitions
• Organize and facilitate office moves and remodels as needed

Licensing and Legal

• Ensure state and broker real estate licensing compliance
• Negotiate local vendor contracts, if needed
• Liaison with attorneys for contractual and local office issues

Interdepartmental Liaison

• Accounting: Ensure all A/P and budget items are processed appropriately
• Human Resources: Coordinate on- and off-boarding personnel with multiple HQ departments and facilitate training of new personnel on standards for systems, databases and procedures
• Information Technology: Facilitate new equipment, technology initiatives, policies and procedures, etc., at the local office level to ensure operational effectiveness

Requirements:

QUALIFICATIONS

• Minimum three years commercial real estate and/or office management experience required
• Minimum five years professional experience required - bachelor's degree preferred
• Knowledge and experience with financial terms and principles required
• Strong MS Office skills (Outlook, Excel, and Word skills will be tested)
• Analytical skills required (ability to drill down, figure things out and provide solutions); Logic and reasoning skills will be tested
• Superior attention to detail and follow-through
• Organizational and efficiency skills essential
• Excellent verbal and written communication skills; ability to interact effectively with all levels of the organization
• Effective at multi-tasking in a fast-paced work environment
• Manage multiple projects and prioritize tasks effectively to meet deadlines
• Ability to work independently - as well as thrive in a team environment with a team-player attitude

WHAT WE BELIEVE

We succeed when our clients succeed. Our success is measured in the achievement of our clients' objectives, satisfaction, and trust.

• Integrity - We will not compromise our individual or corporate integrity for any reason
• Respect - We celebrate the intrinsic value of each person and embrace diverse perspectives
• Teamwork - Collective efforts provide extraordinary results
• Balance - A consistently productive team balances family, faith, community, and self
• Leadership - Continued success relies on our ability to attract and motivate leaders of character

***We do not use 3rd party recruiting agencies***