Real Estate Business Office Manager
5 days ago
Jericho
🌟 Real Estate Business Office Manager Location: Jericho, NY (Hybrid) Employment Type: Full-time About the Role We’re seeking a highly organized and detail-oriented professional to join our Real Estate team as a Business Office Manager. In this role, you’ll oversee the daily administrative, operational, leasing, and facilities functions that keep our Real Estate department running smoothly. The ideal candidate is proactive, resourceful, and able to balance multiple priorities in a fast-paced environment. You’ll collaborate closely with internal partners, landlords, and vendors to ensure efficient office operations, accurate lease administration, and the timely preparation of executive materials that support key business decisions. What You’ll Do Administration & Operations • Manage day-to-day office operations including scheduling, correspondence, and record keeping., • Order, track, and maintain office supplies, equipment, and furniture., • Develop and implement office policies, procedures, and filing systems for efficiency and compliance., • Maintain accurate records, scan and file invoices, and ensure timely submission to Accounts Payable., • Organize and maintain department and vacation calendars to ensure coverage and preparedness for meetings., • Support payroll preparation, utilities tracking, and coordination of tax filings across multiple jurisdictions. Financial & Vendor Management • Process, track, and reconcile invoices; monitor expenses and identify cost-saving opportunities., • Coordinate with Finance and Accounts Payable to ensure timely vendor setup, bill payment, and compliance., • Manage vendor relationships, including supply vendors, utilities, water delivery, vending machines and contractors., • Oversee utility transfers during new store openings/closures. Facilities & Safety • Act as liaison with building landlords for parking, access, service requests, and compliance issues., • Oversee maintenance, repairs, and cleaning services for office facilities., • Track facility maintenance schedules (monthly, quarterly, annual) for each location., • Ensure compliance with life safety, fire safety, and health/safety regulations., • Coordinate COIs, permits, and certificates of occupancy for new and pop-up store locations. Leasing & Real Estate Coordination • Serve as a primary point of contact with landlords on tenant matters, building issues, and lease administration., • Assist with lease and renewal coordination, including reviewing Letters of Intent (LOIs), abstracting key deal terms, and ensuring compliance with company requirements., • Track critical lease dates, including expirations, renewals, rent escalations, and option windows., • Maintain a comprehensive lease database and generate reports for leadership on portfolio activity., • Partner with Real Estate leadership to support negotiations, documentation, and reporting on active deals., • Coordinate with internal Legal and Finance teams to route leases, amendments, and related documents for approval and execution., • Manage the distribution and tracking of lease drafts, ensuring timely responses to landlords and brokers., • Support site selection and market research efforts by collecting, organizing, and presenting data., • Monitor compliance with landlord obligations, tenant responsibilities, and operating covenants., • Provide coordination and tracking for new store openings, relocations, dispositions, and pop-up programs., • Maintain electronic and physical files of executed LOIs, leases, and amendments for accurate record keeping., • Liaise with landlords on estoppels, SNDAs, and other ancillary lease documents., • Assist in preparing presentation materials for executive decision-making and landlord negotiations. Executive & Team Support • Provide administrative support to senior executives, including calendar management, travel arrangements, and meeting preparation., • Prepare, edit, and distribute professional presentation materials for internal leadership meetings, Board updates, and landlord/partner engagements., • Take, prepare, and distribute meeting minutes for Real Estate and brand-specific meetings., • Assist leadership staff during absences or peak project times., • Act as a liaison to other departments (HR, Finance, Customer Service) to address employee support, benefits, and cross-functional initiatives. Customer & Employee Experience • Address customer-related issues (orders, water, supply needs) to ensure a positive experience., • Support HR with employee-related matters and coordination of office events, birthdays, and celebrations., • Fill in for reception and mailroom as needed. Project & Event Management • Manage timelines, deliverables, and logistics for annual pop-up stores and new retail locations., • Support planning and execution of office events and special projects., • Coordinate with internal and external stakeholders to ensure deadlines are met. Tax & Compliance • Prepare and process tax payments for properties in multiple jurisdictions (e.g., Huntington, Alamogordo, Los Angeles, Jericho)., • Track tax deadlines, coordinate with Finance, and ensure timely payments to avoid penalties., • Maintain MGIS access and monitor payments in the system. What You’ll Bring • 5+ years of experience in administrative, office management, real estate, or facilities coordination (retail/real estate experience preferred)., • Working knowledge of lease documents and landlord-tenant coordination., • Strong organizational and communication skills with excellent attention to detail., • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)., • Ability to manage multiple priorities and deadlines in a fast-paced environment., • Experience supporting senior leadership and managing confidential information with discretion. Why Join Us At 1-800-Flowers.com, Inc., we believe in inspiring more human expression, connection, and celebration. Our Real Estate team plays a key role in supporting our growing portfolio of retail and office locations nationwide. This role offers an opportunity to make a meaningful impact, collaborate across teams, and contribute to the continued success of our brands. Compensation & Benefits The expected salary range for this position is $54,080 – $60,320 per year. The actual compensation will be determined by experience and other factors permitted by law. To ensure that we remain an employer of choice, we offer comprehensive and competitive health, wellness, and other benefits to regular and full-time team members. Benefits vary by location, average hours, and time with the company. Benefits for this location include*: • Medical, dental, vision, life and disability insurance for the associate and family (if applicable), • Flexible Spending Account, • Health Savings Account, • 401k retirement program, • Mental health resources / Employee Assistance Program, • 80 hours of paid vacation time (accrued on an hourly basis), • 9 paid holidays, • 30% employee discount across our family of brands, • Potential eligibility for annual merit-based wage increase, if applicable *Exact benefit terms, conditions, and eligibility requirements are governed by official plan documents and are subject to applicable law. In addition, the Company reserves the right to change the terms and conditions and to terminate these and other plans and programs at any time.
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