Office manager

Position Summary

Trammell Crow Residential (TCR) seeks a full-time Office Manager in the Newton (Boston) office to oversee office management, provide project accounting support, and assist with development tasks and special projects for the Northeast Division.

Primary Responsibilities

Upload weekly overhead invoices, monthly consultant invoices, and special check requests into the payables routing system and manage payments for each Oversee all payable requests; confirm information is accurate, within budget, and coded appropriately Review and distribute monthly draw documents Meets weekly with the project team to ensure all paperwork and payables are approved in a timely manner. Works with the project manager to update the cost to complete report and submit to team for approval Audit job cost reports for cost overruns/discrepancies and update project budget revisions as needed Review proposals and prepare contracts for distribution to consultants Reviews contracts for all pertinent information and coordination with accounts payable. Create, process, and route consultant change orders. Make certain that consultant insurance and contract standards are acceptable prior to payment distribution Ensures that receivables from subcontractors and consultants and suppliers are received in a timely manner and that they are correct and within their schedule of values. Communicates with consultants and suppliers to ensure that the receipt is within the time constraints as per the contract. Ensure all close-out documents are in order prior to releasing final payables to consultants and suppliers Oversee office management, including ordering office supplies, maintaining vendor relationships, processing shipping requests, managing facility needs, responding to phone inquiries, and greeting guests Coordinate office & project level events (holiday parties, team outings, and charity events) Process monthly office rent, utility, and supply invoices. Assist with new employee onboarding and serve as division liaison for IT requests

Secondary/Optional Responsibilities

Conduct market analyses for new development opportunities and track current multi-family trends Assist with acquisition and disposition due diligence efforts. Manage consultants responsible for specific deliverables (surveys, environmental reports, etc.). Oversee site specific marketing efforts (banners, crane signage, fence wraps, and offsite signage) to build project and TCR awareness leading to opening. Assist Asset Management team and selected property management firm with project openings. Assist development team in preparation and distribution of investment committee memos, debt & equity packages, monthly investor reports, and other corporate communications Track the status of bonds, insurance certificates, and other development & construction deliverables

Desired Skills & Experience

5+ years’ administrative experience supporting senior level professionals; real estate, accounting, construction, project management or related field preferred Excellent communication, time management and organization skills including the ability to prioritize, support, and anticipate the needs of several managers with initiative and enthusiasm Proficiency in Microsoft Excel, Outlook, and Word programs required. Experience with Timberline and/or Yardi accounting software preferred. Demonstrates consistently positive interpersonal interactions with internal business groups and external partners