Office Manager

Title: Office Manager – Multi-Company Operations

Reports To: Chief Operating Officer

Company Overview

Aslan is a group of four unique companies operating in the real estate sector employing over 50 team members. Our companies include SVN | Second Story Real Estate Management, FTC Development, TB OpCo, and Aslan Funds. We are renowned for our quality, innovation, and customer service.

Position Overview

Purpose: Our Office Manager plays a pivotal role in ensuring the smooth day-to-day operations of our multi-company office environment while providing essential administrative support and contributions to a positive employee experience. Reporting to the Chief Operating Officer (COO), the Office Manager collaborates closely with the COO and the Vice President of Talent & Culture to support leadership, operational initiatives, and a thriving workplace culture. This role requires a highly organized and proactive individual who can effectively manage administrative and office operations, foster a welcoming and engaging environment, and enhance the overall employee experience.

Key Responsibilities

Office Administration & Operational Support

• Manage Office Operations: Oversee daily office operations, ensuring office resources, equipment, and supply inventory are well maintained and readily available. Take ownership over all aspects of the office including managing vendors and maintenance relationships accordingly.

• Meeting Coordination: Assist the COO and VP of Talent & Culture in organizing and preparing for leadership meetings, company-wide events, and staff engagements, including agenda preparation and follow-ups on action items.

• Facility Management: Maintain a safe, organized, and welcoming office environment by coordinating maintenance, office seating arrangements, and facility improvements.

Support for Leadership Team

• Executive Support: Provide administrative support to the COO and VP of Talent & Culture, including scheduling, travel arrangements, and correspondence.

• Project Management: Support cross-company initiatives by coordinating project timelines, tracking deliverables, and ensuring alignment with strategic objectives set by the COO.

• Communication Management: Act as a liaison between the COO, VP of Talent & Culture, and other staff, ensuring that leadership communications are distributed effectively.

Employee Engagement & Culture Support

• Employee Onboarding: Partner with the VP of Talent & Culture to facilitate a smooth onboarding process for new employees, ensuring a welcoming and organized experience from the start. Work with VP of People & Culture to develop employee satisfaction surveys and onboarding feedback forms to assess the experience of new hires and overall workplace morale.

• Event Planning: Organize and execute office-wide events, team-building activities, and company celebrations that promote a positive, inclusive culture. Collect employee feedback on events and track participation rates.

• Employee Support: Serve as a first point of contact for employee inquiries related to office operations and assist in resolving any issues that may impact their workplace experience.

Financial & Reporting Duties

• Expense Tracking: Responsible for monitoring and reporting office-related expenses, including supplies, vendors, and services, ensuring cost-efficiency and adhering to company budget(s). Responsible for comparing actual office-related expenses against budgeted amounts and track cost-saving initiatives implemented.

• Budget Assistance: Assist the COO and VP of Talent & Culture with budget preparation, tracking, and financial reporting as it relates to office and operational costs.

• Vendor Management: Manage office and business related vendor contracts and relationships to ensure cost-effective and high-quality services for office supplies, technology, and facility management.

Qualifications

• Experience in office administration, preferably in a multi-company or fast-paced environment

• Strong organizational and multitasking skills, with the ability to manage competing priorities

• Excellent communication and interpersonal skills with a customer-service mindset

• Experience working with senior executives and managing confidential information

• Proficiency in Google Suite, Microsoft Office Suite, Adobe and other management softwares

• A proactive, solution-oriented approach to problem-solving and process improvement

Why Join Us?

At Aslan, we believe in fostering a collaborative and dynamic work environment that reflects our core values of innovation, customer service, and culture. As the Office Manager, you will play an essential role in supporting the overall operations of our business while contributing to a positive and engaging workplace culture.

Core Values

• Fun. We strive to find joy in what we do.

• Bold. We show grit and rise to the challenge.

• Integrity. Our word matters.

• Ownership. We take responsibility for every area of our lives.

• Onward & Upward. We strive for continuous progress & improvement.