Office Manager

Overview

Work Interface Relations: The chief responsibility of the Office Manager is to provide administrative support to the property management and maintenance teams. Often a first point of contact, the Office Manager also provides customer service to customers, tenants, vendors, contractors, and community partners.

Key Position Accountabilities:

Administrative Support

• Provide general office duties including mail distribution, screening and routing of telephone calls, responding to general inbox email inquiries and receiving guests, communicating with management and security, parking, housekeeping, and engineering as needed.
• Ensure office space and equipment is properly maintained including office supply inventory.
• Develop office procedures/processes and establish and maintain all necessary records, files and reports as required for day-to-day property management, including, but not limited to, calendars, meeting agendas, and tenant, vendor and contractor files.
• Maintain and update property tenant manual.

• Conduct various accounting functions at the property level including invoice processing, new vendor setup, utility switchovers
• Implement and maintain information for corporate databases including, but not limited to, contracts, insurance documents and contact lists.
• Keep informed and up to date on all operations and marketing activities, events and special projects and provide support, as requested.
• Take regular property walks and provide follow-up items with onsite team members.
• Interface with tenants, vendors, contractors and cross-functional team members. Build an excellent rapport with tenants through frequent, in-person contact.
• Respond to requests for information from Corporate, tenants and management in a timely fashion; must be adept at prioritizing these tasks.
• Must be flexible and available to work occasional evenings and weekends, depending on scheduled events.

• Deliver top-level customer service to tenants, colleagues, vendors, and the community, including organized support during crisis communications.
• Ask proactive, strategic questions to anticipate needs and drive solutions; resolve problems directly where possible and flag inefficiencies or unclear ownership with proposed solutions.
• Comfort using AI tools to support contract tracking, invoice review, vendor communications, reporting, etc.  Champions the use of AI tools to drive efficiency across the team.

• College degree (or equivalent experience) with 3-5 years business experience.
• Strong organizational and problem-solving skills.
• Can-do attitude, initiative, humility, and strong work ethic.
• Ability to handle multiple projects simultaneously and an adaptability to change.
• Good oral, written, and interpersonal skills; bilingual language skills a plus; English speaking skills a must.
• Proficiency in computer skills, including Microsoft Office, Word, Excel, Teams, PowerPoint, and Outlook.
• Experience with WordPress a plus.
• Must be able to work independently and meet deadlines.
• Must have discretion and ability to keep sensitive information strictly confidential.

Massachusetts-based WS Development is a mixed-use developer with a singular mission: creating places people want to be. With an approach that values art, science, innovation and, above all else, people, WS strives to engage each community it serves with best-in-class installations and activations. Established in 1990, WS is a vertically-integrated company that conceptualizes, owns, operates and leases more than 100 properties that range from cutting-edge urban spaces to lifestyle and community centers. With over 20 million square feet of existing space and an additional five million square feet under development, it is one of the largest privately-owned development firms in the country. WS is where great ideas and great people come together to design, build, and operate some of the best loved real estate projects in the country. We live at the intersection of entrepreneurship and establishment. We have the infrastructure of decades supporting a culture of free-thinking excellence. We expect every WS employee to feel welcomed and valued irrespective of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, marital status, parental status, cultural background and life experiences. Or for any other reason.