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Position Duties and Responsibilities

1. Essential Functions

(40%) 1.0 Operational Management

• Recommend, evaluate, maintain, and implement all policies and procedures documents for the operational functions within the Finance & Operations department.
• Collaborate with the division manager in developing strategic short- and long-term goals for the client's operational initiatives that support their mission and overarching goals and objectives.
• Manage the annual budget and reprojections process for the Operations division of our Finance & Operations department. Execute any monthly or on-going tasks related to cash and budget management including reconciling all corporate credit card charges and working with the Finance division to verify AP checks match positive pay register and preparing checks for deposit and/or mailing.
• Manage all company's vendor relationships, which includes researching and selecting new vendors, maintaining regular vendor check-ins to ensure vendors are meeting expectations and implementing changes when necessary, coordinating all contract renewals and negotiations, approving invoices, troubleshooting building maintenance issues, placing service work orders with appropriate vendors, and ensuring repairs/maintenance is completed.
• Manage all certificates of liability insurance documents for all approved third-party vendors. Ensure proper language is included and copies of up-to-date insurance documents are kept on file. When hiring a new vendor, ensure proper risk assessments are completed.
• Oversee corporate travel policies and procedures and serve as the subject matter expert for the travel portion of client's external travel service. Manage third-party vendor relationships and contracts, monitor business needs and software upgrades, and identify cost saving opportunities. Oversee all employee Emerald Club profiles and audit rental car invoices and profiles for required rates and insurances.
• Coordinate all arrangements for company's annual Board of Directors retreat and Leadership Team retreat, including researching locations, negotiating contracts, setting up a master billing account, processing all reservations, and finalizing all meeting and dinner arrangements.
• Coordinate the arrangement of all company-wide special meetings including IC meetings, Lunch & Learns, staff meetings, quarterly Board meeting, etc.
• Provide orientations for all new hires and any new members to the Board of Directors.
• Manage company's ergonomic assessment program for all employees. Coordinate assessments with approved independent consultants and make modifications according to documentation. Maintain confidential assessment reports.

(30%) 2.0 Administration

• • Observe security monitors and screen all visitors/guests in a courteous and professional manner. Ensure all protocols for visitors to the office are enforced.
  • Manage all incoming calls and voicemails and forward to the appropriate employee in a professional, courteous, and timely manner.
  • Manage the Corporate Outlook calendar. Ensure appropriate entries are being made and all corporate events - both internal and external - are properly documented and updated.
  • Provide administrative support to all employees and Board members. Ensure specific administrative needs of the President & CEO and SVP, Syndication are being met, including management of personal and corporate calendars.
  • Oversee all incoming and outgoing mail. Prepare all outgoing mail properly, take time-sensitive mail/packages to the post office or drop box when necessary, manage all FedEx and UPS shipments, and sort and distribute any incoming mail.
  • Manage the inter-office document distribution process including obtaining all necessary signatures and mailing/faxing documents when needed.
  • Coordinate large company-wide registration for industry-related conferences and events.
  • Research and prepare travel arrangement requests for the President & CEO, SVP of Syndication, any other staff or Board member seeking assistance, and all nonemployees engaging in company related travel.
  • Evaluate and prepare office space for new hires. Coordinate with IS division to ensure office equipment is set up properly and on time, schedule office painting if necessary, and order and set up all office supplies and name plates.
  • Coordinate with the Manager, Communications on any administrative tasks that support the Communications and Operations division including conference assistance, event invites, legislative flyer distribution, scanning and archiving files, creating monthly staff meetings notes, etc.
  • Manage all office and break room supply within the approved corporate budget. Maintain sufficient levels of supplies by on-going monitoring and proactively ordering supplies.
  • Manage AED machines and supplies, manage annual requirements, and ensure employees are properly trained.

(30%) 3.0 Property Management

• • Manage all tasks and functions related to property and building management. Serve as around-the-clock main contact both internally and externally. Tasks include, but are not limited to, any new or ongoing building maintenance, all security functions, maintaining vendor relationships, serving as liaison to other Building Owners Association members, etc.
  • Create, maintain, and implement all emergency policies and procedures documents.
  • Manage all Building Owners Association vendor relationships, which includes researching and selecting new vendors, implementing vendor changes when necessary, coordinating all contract renewals and negotiations, approving invoices, troubleshooting building maintenance issues, placing service work orders with appropriate vendors, and ensuring repairs/maintenance is completed.
  • Manage all certificates of liability insurance documents for all approved third-party vendors. Ensure proper language is included and copies of up-to-date insurance documents are kept on file.
  • Plan and execute Building Owners Association's annual board meeting, prepare the meeting agenda, and attend the meeting on behalf of company to provide the building owners with updates.
  • Manage both the accounts receivable and accounts payable process for the company's Building Owners Association, including monthly invoicing to building owners, cash receipts, bank deposits, cash management, and processing accounts payable invoices.
  • Research and recommend building and property improvements and/or enhancements for the building owners' review and approval as needed.
  • Serve as liaison to building tenants. Provide outstanding customer service and ensure there is a constant flow of communications regarding all building updates and maintenance that may disrupt their usual workflow.
  • Track and report all time spent on property management functions and report monthly to the Finance division.

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