Manager of Administration and Office Facilities
7 days ago
Saint Paul
Job Description The Manager of Administration and Office Facilities is responsible for overseeing daily administration at Sherman Associates' Minneapolis, MN corporate office and ensuring the smooth functioning of office facilities. This role combines hands-on administrative support in managing office logistics, vendor relationships, and internal coordination, as well as being the first point of contact in greeting and directing visitors with professionalism and ensuring they are directed to the appropriate departments. This position also plays a key role in facilitating IT and cell mobile device operations with employees and third-party vendors. ESSENTIAL FUNCTIONS Corporate Office Management: • Manages office supply inventory and procurement., • Partners with commercial property management in ensuring office cleanliness. Communicates needs to Senior Commercial Property Manager and organizes office cleanups., • Monitors and maintains inventory of general office and kitchen supplies. Restocks supplies as needed, organizes storage areas for accessibility and efficiency, and coordinates with vendors for reordering., • Manages Admin debit card, tracks all charges made to it and enters transaction specific information into the online banking system each month., • Works with relevant vendors to program and distributes garage access cards and building fobs., • Ensures a clean and welcoming kitchen environment by regularly cleaning and restocking coffee machines, emptying dishwashers, wiping down surfaces, and maintaining general tidiness in all shared kitchen and break areas., • Manages the ButterflyMX office intercom system and maintains the security of access to the corporate office while providing a streamlined and professional visitor experience. Ensures there is back-up coverage and coordinates supplemental back-up as necessary., • Monitors and screens all incoming voicemail messages that come to the main corporate line and distribute to appropriate staff., • Manages all incoming and outgoing office mail and packages, ensuring timely distribution to staff and accurate preparation of outgoing shipments using appropriate carriers and tracking systems., • Assists with ordering computers and computer-related equipment and accessories as needed to ensure all employees have what they need to perform their job responsibilities., • Works with outside vendor to set up and track computers and inventory, as well as assisting Human Resources with new employee set-up., • Serves as the corporate phone system administrator. Manages landline phone system. Oversees the purchasing, set-up, distribution, and maintenance of mobile devices, which includes mobile device management software. Assists with troubleshooting service and related issues., • Works as a team player and interacts with all internal and external customers in a friendly and efficient manner., • Keeps supervisor and other key leaders informed at all times in the areas of potential legal action, escalated concerns, and large vendor contracts., • Professionally communicates and partners with all departments such as property management, development, hospitality and retail, legal, marketing, accounting, human resources, learning, asset management and, marketing. MINIMUM REQUIREMENTS Education & Experience • Minimum of 5 years of experience in administration/office management roles., • Bachelor's degree or equivalent experience preferred., • Excellent written and oral communication skills., • Strong attention to detail., • Ability to work independently and in teams with a sense of urgency., • Able to balance competing priorities, complex situations, and tight deadlines, • Software proficiency in Excel, Word, Outlook., • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines., • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job., • Must be able to sit or stand at a desk for up to 8-hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task., • Must have the ability to move around freely throughout the property and office, and necessity varies from day to day., • Must be able to lift up to 25 lbs occasionally, • Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability, and visual acuity to include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Benefits: COMPENSATION AND BENEFITS Pay Range: $65,000 - $90,000 annual salary + annual bonus eligibility. Pay is based on several factors which vary based on position; including experience, skills, and knowledge the selected individual is bringing to the specific job. We Offer a Comprehensive Benefits Package Which Includes: • Medical, Dental, and Vision Insurance, • Employer paid short term disability, • Employer paid life insurance, • Additional Supplemental Insurance Policies including, • Voluntary Accident & Critical Illness, • Hospital Indemnity, • Long-Term Disability, • Pet insurance, • Employer paid employee assistance program, • Fully vested 401k company match program, • 9 Paid holidays and competitive PTO program This job advertisement is intended to provide information essential to understanding the scope of the position. It is not an exhaustive list of skills, duties, responsibilities or working conditions associated with the position. Only applicants who complete our online application process will be considered for employment. Applicants that need reasonable accommodations to complete the application process may contact -- Be a part of something great and find yourself At Home, At Sherman! As a member of Sherman, we invite you to join our mission of Building Communities, Enriching Neighborhoods. You can make an immediate impact supporting our real estate development and management operations in hotels, residential, and retail. Who Are We? Sherman Associates is an award-winning real estate development firm specializing in the design, construction and financing of quality commercial, hospitality, and residential housing across the Midwest. With over 40 years of visionary development experience, our portfolio includes over 8,500 units of multifamily residential housing, 600,000 square feet commercial space, and franchise hotels & retail operations; including Aloft Minneapolis, Canopy by Hilton Minneapolis Mill District, Holiday Inn Express & Suites Downtown Des Moines, Sheraton Duluth Hotel, and Starbucks.