Office Manager

About Hughes Marino

Hughes Marino is a global corporate real estate advisory firm that has represented companies on tens of thousands of projects, helping them develop and execute on winning corporate real estate strategies. We specialize in representing occupiers of real estate in lease negotiations and structuring, owner user acquisitions, construction and project management, portfolio management, lease auditing, lease administration, capital markets, and facility management.

We are proud to be one of the most award-winning companies in the country, having been named the #1 Best Place to Work in the Nation by Fortune magazine, #2 Top Company Culture in the Nation by Entrepreneur, and the #1 Best Place to Work by local business journals in many of our office locations.

We are currently seeking an Office Manager to join our growing Irvine, CA office.

The Role

As Office Manager for our Irvine office, you will be the person primarily responsible for keeping our office running smoothly and ensuring our team has everything they need to be happy and successful. You will execute office projects, events, budgets, and facilities needs, and serve as the go-to person for anything the office requires day to day. This is a role for someone who thrives on ownership, brings a warm and proactive presence to the team, and takes real pride in running a well-organized, well-cared-for office.

What You'll Own

• Serve as the primary point of contact for office management in our Irvine office, ensuring the space and the team have what they need to be productive and successful
• Execute office projects, events, budgets, and facilities needs
• Order and maintain inventory of office supplies, kitchen items, groceries, and other incidentals necessary for office operations
• Support the team with various projects, including mail distribution, assembling mailers and deliverables, database organization and cleanup, and research projects
• Plan office events and bring energy and good cheer to the team each day
• Interface with clients, vendors, building management, and employees on a regular basis
• Deliver professional, high-touch administrative support to select clients
• Handle facilities management tasks for the Irvine office and coordinate with other Hughes Marino offices as needed
• Maintain and troubleshoot office equipment when necessary
• Run occasional office projects, such as art installations and office design coordination
• Schedule office conference rooms and assist with office calendars
• Provide scheduling support and calendar coordination for select team members
• Create and present office and facilities management reports when requested
• Answer and direct company wide phone calls, emails, and traditional mail correspondence
• Set up conference meetings and Zoom meetings with confidence in audio/visual equipment
• Collaborate across departments to implement improvement projects, new initiatives, and events
• Provide as-needed support (scheduling, planning, ordering meals, etc.) to directors, managers, and executives
• Ensure the office stays organized and maintained in impeccable condition

What We're Looking For

• 2-4 years of experience leading a busy office environment and/or multiple office management responsibilities
• Prior Office Manager or administrative experience preferred
• Adapts to changing demands and responsibilities on a daily basis in a calm and collected demeanor
• Able to juggle multiple tasks simultaneously and wear many hats
• Proactive communicator with the ability to problem solve in a timely manner
• Warm and inviting demeanor with a team player and supportive attitude
• Ability to organize and execute special events and business meetings
• High level of attention to detail and organization; catches and remembers details both big and small
• Excellent written and verbal business communication skills
• Phone experience required, with the ability to deliver accurate messages in a friendly, professional manner
• Audio/visual experience with conference meetings and Zoom meetings required
• Takes initiative in solving problems and improving processes; resourceful, flexible, and thinks on their feet
• Works independently, manages time strategically, and guides projects and workflows from initiation to completion
• Proficient in the entire Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint
• Bachelor's degree preferred; equivalent experience considered

Compensation & Details

• Competitive base salary commensurate with experience, ranging from $65,000-$70,000
• Competitive benefits package and long-term career growth within Hughes Marino
• Based full-time out of our Irvine, CA office
• Local candidates only: Orange County, CA

How to Apply

Apply directly through Hughes Marino's Careers page, or reach out confidentially to David Rubenstein, Recruiting Director, at [email protected] or (619) 238-2111. Your identity will be kept 100% confidential throughout the process.

Hughes Marino is an equal opportunity employer.