Compass Commercial Real Estate Services is an established, locally owned and operated company located in Bend, OR. Since 1996, we have been helping buyers, sellers, landlords, and tenants achieve their unique commercial real estate goals. With a team of experts specializing in brokerage sales, leasing, property management, and construction services, we are Central Oregon’s largest commercial real estate firm with extensive industry expertise.

We foster a culture of inclusivity and collaboration and are committed to empowering our team members to take on new challenges. We actively encourage personal and professional growth and like to have fun while working hard.

POSITION SUMMARY

The Administrative Manager plays a pivotal role in ensuring the strategic and efficient operation of the organization. With a focus on leadership and accountability, this position oversees all administrative functions, drives corporate strategic planning, and ensures organizational effectiveness. The Administrative Manager manages an administrative assistant, oversees financial and operational functions, and ensures that all corporate policies and procedures align with the company’s strategic goals.

Essential Functions

The Administrative Manager is responsible for the strategic oversight of administrative, financial, and operational functions. This includes developing and implementing policies, managing vendor relationships, supervising administrative staff, and driving continuous improvement in office operations. The role requires strategic planning, budget management, and a proactive approach to maintaining efficiency and effectiveness across the organization.

KEY RESPONSIBILITIES

Strategic Administrative Leadership

• Develop and implement comprehensive office policies and procedures to support the strategic goals of the organization.
• Manage relationships with key vendors, service providers, and landlords, ensuring all contracts and agreements align with corporate objectives.
• Lead contract and price negotiations to maximize value and efficiency.
• Act as a key advisor to the President on administrative matters, providing insights and recommendations for operational improvements.

Staff Management

• Recruit, select, and mentor administrative staff, fostering a culture of accountability and high performance.
• Oversee the onboarding and orientation of new staff members and brokers, ensuring a seamless integration into the company.
• Evaluate and manage the performance of administrative staff, providing coaching and development opportunities.
• Serve as a strategic leader for the administrative team, ensuring alignment with corporate goals.

Financial Management

• Prepare and manage the office budget, collaborating with the CFO/Controller to align financial planning with corporate strategy.
• Monitor and analyze financial data, providing insights and recommendations to improve cost efficiency.
• Ensure compliance with all financial policies and procedures, maintaining accurate and transparent financial records.

Operations and Procedures

• Lead the planning and implementation of office systems, layouts, and equipment procurement to support corporate operations.
• Oversee adherence to office policies and procedures, driving continuous improvement and operational efficiency.
• Implement and monitor procedural changes to enhance organizational effectiveness and safety.
• Ensure the seamless operation of corporate headquarters and satellite offices, maintaining high standards of efficiency.

Support and Coordination

• Provide strategic support to visitors and manage high-level customer inquiries, ensuring professional and timely responses.
• Oversee the management of office group calendars and corporate meeting schedules, including support for event planning and execution.
• Prepare and present operational reports to senior management, providing actionable insights and recommendations.

IT Management

• Collaborate with the IT department to ensure the smooth operation of all office equipment and systems.
• Oversee the management of service accounts related to Internet and phone services, ensuring reliable and cost-effective solutions.
• Drive the strategic planning for IT equipment replacement, budgeting, and procurement.
• Ensure the security and efficiency of the company’s IT systems, including the management of the Microsoft portal and other key platforms.

Corporate Account Administration

• Administer corporate subscription platforms and manage corporate insurance documentation, ensuring compliance and efficiency.
• Oversee the management of corporate vendor contracts, ensuring alignment with strategic goals.
• Lead the onboarding and offboarding processes for brokers, including IT setup and license management.

QUALIFICATIONS AND COMPETENCIES

Experience and Education

• 10+ years of proven experience in office management, administration, or a related field, with experience in real estate, property management, escrow, or adjacent industries preferred.
• Demonstrated ability to drive strategic planning and operational improvements at a corporate level.
• Extensive knowledge of office management responsibilities, systems, and procedures.
• Strong financial acumen with experience in budget preparation, financial analysis, and variance tracking.
• Proficiency in Microsoft Office Suite and other office software, with advanced skills in Excel and project management tools.
• Bachelor’s degree in business administration, management, or a related field preferred (can substitute for 4 years of required experience).

Skills and Competencies

• Exceptional communication and interpersonal skills, with the ability to influence and lead at all levels of the organization.
• Strong analytical and problem-solving abilities, with a strategic mindset and attention to detail.
• Excellent planning, organization, and time management skills, with the ability to prioritize and manage multiple tasks effectively.
• Demonstrated leadership and team-building skills, with a focus on coaching, mentoring, and developing talent.
• High level of adaptability and teamwork, with a commitment to continuous improvement and operational excellence.
• Strong decision-making abilities, with a focus on accountability and responsibility.

Physical Requirements:

• Ability to sit or stand for moderate periods and lift boxes up to 25 lbs.
• Ability to drive for business errands.

Why Join Us?

Be part of an established and growing company in the exciting real estate industry!

• Work in a supportive and collaborative environment
• Competitive salary
• Health insurance
• 401(K) with matching
• Paid time off and paid sick leave
• Employee wellness program
• Gain experience to grow your career growth

Come join our team! Apply today. If interested, email us at jobs@compasscommercial.com with your resume, cover letter and professional references with the subject line “Administrative Manager Position” or apply in person at Compass Commercial, 600 SW Columbia St Ste 6100, Bend, OR 97702.