Director of Office Operations & Administrative Support
13 hours ago
San Antonio
Looking for an opportunity to make an impact in San Antonio? Would you like to represent one of San Antonio's largest industries? Interested in playing a key role in our organization's evolution? Here is your chance. The Real Estate Council of San Antonio (RECSA) is an advocacy organization that represents more than 300 member companies and1,200 professionals in the commercial real estate industry. RECSA provides its members with vision, leadership, and initiative for an industry that has an economic impact of $50.4 billion each year and employs 151,000 people in the San Antonio area. Our team works closely with some of the most influential industry and civic leaders in the community while producing high-impact programs, policy discussions, and events that help move the region forward. If you enjoy working in a fast-paced, collaborative environment where your work directly supports meaningful impact in the community, we'd love to hear from you. Position Overview We are seeking a highly organized, proactive, and detail-oriented professional to serve as Director of Office Operations & Administrative Support. This position oversees the day-to-day administrative and operational functions of RECSA, ensuring the organization operates efficiently while providing high-level support to leadership, managing office systems, and supporting RECSA's programming, events, and member engagement. The position also serves as the primary internal coordinator with RECSA's Professional Employer Organization (PEO) and external accounting services provider, assisting with staff administrative needs, financial coordination, and operational reporting. This role is critical to maintaining strong internal operations. Key Responsibilities Office Operations & Administration • Oversee daily office operations to ensure efficiency, organization, and professionalism., • Maintain and improve administrative systems, procedures, and workflows., • Manage office supplies, vendor relationships, and operational contracts., • Coordinate technology systems, database tools, and office equipment needs., • Maintain organizational records and internal documentation., • Ensure compliance with internal policies and administrative best practices. Executive & Organizational Support • Provide administrative support to the President & CEO., • Coordinate board and committee meeting logistics, agendas, materials, and follow-up., • Assist with preparation of reports, presentations, and organizational documents., • Maintain internal calendars and support coordination across staff and committees. Coordination with Professional Employer Organization (PEO) • Serve as the primary liaison with RECSA's PEO for administrative HR functions., • Coordinate staff time reporting, payroll documentation, and required reports., • Track and coordinate employee leave, benefits documentation, and HR forms., • Support onboarding and offboarding processes in coordination with the PEO and President & CEO., • Maintain accurate internal staff records and documentation. Financial & Accounting Coordination • Serve as the primary liaison with RECSA's external accounting service provider., • Coordinate submission of invoices, expenses, and financial documentation., • Assist with accounts payable and accounts receivable processes., • Work with the accounting service provider to produce accurate monthly financial statements and reports., • Assist the President & CEO with budget tracking related to operations, programming, and events., • Support preparation of financial reports for board and committee meetings. Event & Program Support • Support planning and execution of RECSA events, programs, and meetings., • Support coordination of event logistics including registration, materials, and communications., • Work collaboratively with staff and committees to ensure successful events and programs. Membership & Stakeholder Coordination • Support membership management including onboarding and database maintenance., • Assist with member communications and engagement initiatives., • Support coordination of administrative follow-up with members, sponsors, and stakeholders. Preferred Qualifications • Bachelor's degree in business administration, nonprofit management, accounting, or related field preferred., • 5+ years of experience in office management, operations, or administrative leadership., • Experience working with nonprofit organizations, associations, or membership-based organizations., • Experience coordinating with accounting vendors, bookkeeping systems, or financial reporting processes, • Familiarity with PEO or HR administrative systems is a plus., • Proficiency in QuickBooks for bookkeeping, invoicing, and monthly financial reporting., • Experience with HubSpot or similar CRM platforms, • Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)., • Excellent organizational, project management, and communication skills. Who Thrives in This Role The ideal candidate enjoys keeping an organization running smoothly and takes pride in ensuring details are handled, systems work efficiently, and leadership has the support needed to succeed. Successful candidates are typically: • Highly organized and detail-oriented, • Proactive and resourceful, • Comfortable wearing multiple hats in a small team environment, • Professional communicators who interact confidently with members, board leaders, vendors, and public officials, • Interested in improving systems, workflows, and operational efficiency, • Motivated by contributing to an organization that helps shape the future of the San Antonio region