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