Director of Administration
13 days ago
Shreveport
Job Description Director of Administration Position Summary The Director of Administration provides leadership and oversight for all central office functions to ensure organizational efficiency, consistency, and professionalism across departments. This position manages administrative operations, supports human resources and training initiatives, assists in corporate communications and marketing, and oversees compliance, procurement, and office management processes. The Director serves as a strategic partner to the President and senior leadership team, aligning administrative systems and resources with company goals. Key Responsibilities I. Administrative Leadership · Direct and coordinate central office operations to maintain efficiency, consistency, and high standards of performance. · Lead administrative support staff, including receptionist and courier, providing guidance, coaching, and regular performance check-ins. · Develop training plans and goals for all administrative staff members and complete as needed. · Manage office space planning, equipment procurement, and technology needs for central operations in collaboration with CEO and Vice-President. · Oversee purchasing, vendor relationships, and approval of invoices related to administrative and office expenditures. · Supervise records management, including digital and physical files, off-site storage, library and reference materials in collaboration with Chief Financial Officer. · Review and approve all associate’s educational reimbursement requests and monitor compliance with policy. · Monitor office cleanliness and appearance of office. Participate in monthly walk through with cleaning service and multi-family personnel. Arrange for any special cleanings, such as carpets. II. Meetings and Communication · Develop agendas and coordinate logistics for quarterly central office breakfasts, executive luncheons, scholarship ceremonies, and special recognition events. · Facilitate quarterly and monthly administrative staff meetings to review projects, priorities, and progress. · Maintain regular meetings with the President, HR Director, CFO, and department heads to review status reports, departmental goals, and key initiatives. · Coordinates with all departments to assist and improve efficiency. · Prepare and submit updated Smartsheet and Action Request Reports in advance of monthly executive meetings, obtain and document goals for all departments. III. Advertising and Marketing Support · Collaborate with the Marketing Director on company advertising, marketing campaigns, and promotional initiatives. · Attend marketing meetings and provide administrative coordination, ideas, and support for company branding materials. IV. Human Resources Collaboration · Support the HR Director with hiring, onboarding, policy implementation, and employee relations matters. · Participate in annual salary review meetings, offering recommendations and insights. · Assist with drafting and maintaining accurate job descriptions across the organization. · Partner with the Human Resources Director to coordinate management and leadership training programs. · Manage records for all internal and external training, assist with registrations and communications, and help find leadership development opportunities. · Identify candidates for Leadership Shreveport or similar community-based leadership programs. V. Leasing and Brokerage Administration · Maintain active Louisiana Real Estate License (or obtain post-employment) to assist with brokerage compliance and training. · Support brokerage procedures, documentation, and continuing education tracking for all licensees. · Ensure corporate compliance with Louisiana Real Estate Commission (LREC) and National Association of REALTORS® requirements. · Oversee Broker’s multi-state license renewals and continuing education for Louisiana, Arkansas, Oklahoma, Mississippi, and Texas. · Attend individual agent-broker meetings to provide input and monitor leasing and brokerage efforts. VI. Corporate and Executive Support · Act as authorized check signer as required. · Manage corporate insurance renewals, company scholarships, and annual reports. · Oversee coordination of office events, luncheons, and holiday gatherings. · Manage vendor evaluations, policy development, and other cross-departmental initiatives jointly with the CFO. · Oversee company-wide cell phone program, including purchasing, maintenance, and replacements. · Manage correspondence, including thank-you letters, commendations, and holiday communications. · Ensure coverage for all administrative responsibilities during absences or vacations. · Manage and oversee all donations, subscriptions, and memberships Qualifications · Bachelor’s degree in Business Administration, Management, Human Resources, or related field required. · Minimum 5–7 years of progressive experience in office administration, operations, or executive-level support. · Strong organizational, leadership, and communication skills with the ability to manage multiple priorities effectively. · Demonstrated proficiency in office systems, records management, and business software applications. · Experience with budgeting, purchasing, and vendor management. · Real Estate License required or must be obtained within six months of employment. · Professional demeanor with impeccable written and verbal communication skills. · Proven ability to lead, delegate, and maintain discretion in handling confidential matters. · Commitment to continuous learning and professional development. Personal Attributes • Proactive and resourceful leader with high standards of integrity and professionalism., • Skilled collaborator who thrives in a dynamic business environment., • Diplomatic communicator who fosters trust, teamwork, and accountability. Company DescriptionU.L. Coleman Companies is a leading full-service real estate group providing comprehensive product expertise for office, industrial, retail, other commercial, and multifamily residential products. We offer our national, regional, and local area clients a fully integrated approach to real estate services, including leasing and brokerage, asset and property management, development of all product types, and general contracting, construction services.U.L. Coleman Companies is a leading full-service real estate group providing comprehensive product expertise for office, industrial, retail, other commercial, and multifamily residential products. We offer our national, regional, and local area clients a fully integrated approach to real estate services, including leasing and brokerage, asset and property management, development of all product types, and general contracting, construction services.