Office Manager

Howard Hughes Corporation•The Woodlands, TX

38d

About The Position

The Office Manager serves as the face and first impression of The Howard Hughes Corporation for all internal and external clients. In this role, the office manager is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The ideal candidate for this role maintains the utmost professionalism, superior customer service, is able to anticipate needs for all office events and is able to manage ad hoc projects as needed.

Requirements

Associates or undergraduate degree preferred.
Minimum of five years of administrative or office management experience
Punctual.
Maintain a professional appearance at all times.â¯ This person is often the first impression of our company for clients, government officials and guests.
Strong writing skills.
Professional interaction with clients and vendors.
Build positive working relationships with employees at all levels within the organization.
Self-starting and resourceful; able to work efficiently with limited information.
Able to effectively multi-task and handle multiple projects.
Exercise sound judgment when making decisions and willing to ask if unsure.
Able to meet deadlines as necessary.
Effectively work with minimal supervision.
Strong attention to detail.
Exceptional communication skills, both verbal and written.
Good problem solver/creative thinker.
"Can-do" attitude and proactive.
Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
Learn other technologies as needed (Coupa, Salesforce, access badge system, etc.)

Responsibilities

Performs high-level contracting & administrative work, including frequent complex and confidential clerical work organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information.
Participates in administrative support functions such as budgeting or creating and maintaining spreadsheet tracking reports.
Schedules meetings/conference calls and appointments, makes travel arrangements, as needed.
Manage access badges for our office, parking garage, and fitness center in a timely manner.
Manage vendor relationships for office equipment, workplace supplies, and coordinates with property management organization.
Manage month-end billing including invoice reconciliation, maintenance of daily transaction records, collection, processing of payments, and working with accounting department.
Update and distribute phone extension list as required.
Update office floorplan/maps and parking as required.
Contacts are with executives, managers, other employees and customers mainly to assist with information exchange, problems and requests.
On an as needed basis, may provide administrative support to various departments in the Corporate Office.
Ensure front desk, lobby, kitchen, break rooms and all other common areas maintain professional appearance.
Keep traffic flowing in the lobby (deliveries, people waiting for meetings, answering questions, etc.)
Serve as the first point of contact for all visitors and direct them to the person or people they are scheduled to meet.
Proactively manages all logistics and partners with support staff to ensure all critical business meetings have a VIP experience throughout.
Supervise porter staff.
Partners with receptionist and support teams to develop efficiencies to support executive and employees in-office experience.
Maintain calendars for all conference rooms and proactively resolves and schedule conflicts. Partners with IT to ensure all AV needs are met.
Answer incoming phone calls and direct to appropriate person or department; screen incoming phone calls as appropriate and transfer as necessary.
Prepare overnight/courier deliveries as requested.
Liaison with property management for maintenance requests and building needs.
Coordinate meetings and other office events as requested.
Other general administrative duties as assigned.