Office Manager

Location

Costa Mesa - 3200 Park Center Drive, Suite 1000

Business

At Brookfield Residential, a leading North American land developer and homebuilder for over 65 years, we have had one goal in mind – creating the best places to call home. From the development of award-winning, master-planned communities to the creation of well-designed homes, we are committed to cultivating exceptional life experiences for our customers, partners, employees, and members of the community.
As part of Brookfield — one of the largest alternative asset managers in the world — we harness our resources to bring a fresh approach, unparalleled creativity, relentless innovation, and sound Sustainability practices to the planning, development, and management of buildings everywhere. From offices, retail spaces, and logistics facilities to multifamily residences, hospitality establishments, and mixed-use structures — we are reimagining real estate from the ground up.

If you're ready to be a part of our team, we encourage you to apply.

Job Description

Position Summary

To provide our team with an exceptional customer experience. Ensure our guests and callers will always receive a warm welcome and that their first impression of Brookfield Residential is exceptional. Oversee the maintenance of the office and respond to Team Member’s requests in a professional manner. Implement office polices by establishing standards and procedures, measuring results and making necessary adjustments. Completes operational requirements and following up on work results.

Areas of Responsibility

Office Management:

• As the liaison for Brookfield, maintain a level of professionalism with all internal and external interactions
• Manage the day-to-day operations of the office with limited supervision
• Be available to any and all Team Members for assistance
• Have a strong understanding of the departments and team members to be able to effectively assist with questions
• Act as the point of contact for all office related services between The Irvine Company
• Assist in executive assistant responsibilities
• Continue to improve office operations to produce efficient processes
• Order office supplies including postage, office supplies, stationary, food and drink on an ongoing basis. 
• Review the ongoing office “punch” list which includes office upkeep and maintenance
• Facilitate the movement of office space and team member space as needed
• Coordinate office design enhancements or construction as needed
• Process all office invoices
• Maintain expense receipts for all corporate credit card transactions and ensure proper coding and bill accuracy.
• Submit and audit check requests as needed
• Coordinate monthly team breakfasts with executive leaders and team members.

Office Responsibilities:

• Fulfill receptionist responsibilities which include, answering the phone, greeting visitors, and validating parking

• Maintain office appearance, including but not limited to:
  • Restock and refill supplies in kitchen and lobby on an as needed basis
  • Wipe down counters in kitchen and conference room tables as needed throughout the day
  • Keep lobby free of clutter
  • Weekly refrigerator clean out
  • Restock and refill bathroom toiletries
• Preserve and follow up on the daily office punch list
• Coordinate with Model Maintenance Representative for office maintenance
  • Upkeep the maintenance of the office machines as needed (Coffee machines, water machines, ice machine, oven and dishwashers)
• Oversee and manage food orders including:
  • For “Thursday Lunch” send out meeting invitations, track RSVPs and schedule delivery
  • Order all weekly business meeting lunches
  • Order Monday and Wednesday catered breakfast
  • Maintain and audit Thursday lunch budgets
• Plan for dessert once a month to celebrate birthdays and anniversaries
• Oversee and manage food & snack orders for the site teams
  • Bi-monthly snack orders
  • Plan for dessert once a month to celebrate birthdays and anniversaries
  • Team lunches twice a month
  • Maintain and audit site food budgets
• Maintain brag wall with current events
• Oversee the coordination of all incoming and outgoing mail
  • Incoming Mail: Open, sort and distribute each day
  • Outgoing Mail: Stamp mail, drop off FedEx box and UPS box daily and assist team members with overnight parcels
  •   Receive courier bags weekly

• Manage the appearance of conference rooms and support team members with the requests for availability as needed. If there is a conflict with meeting rooms, work with team members to find a satisfactory solution.

Administrative Support:

• Maintain expense receipts for all transactions
• Ensure proper coding and billing accuracy for the Mastercard
• Process office invoices
• Ensure proper coding and billing accuracy

Event Planning:

• Assist in all company outings, dinners, and meetings
• Facilitate and oversee the event planning of the Holiday Party, team days throughout the year, including confirming dates, working with vendors and coordinating the day-of logistics
• Act as the point of contact for organizing volunteer events (for example Boys & Girls Club, Families Forward, etc.)

Qualifications

• 8 + years of front office management and coordination preferred
• Previous experience managing an office of at least 100 team members is preferred
• Must have excellent communication skills and be able to work efficiently within a team environment
• Must be responsible, well organized and have a high attention to detail
• Ability to work under limited supervision
• Ability to manage competing priorities
• Ability to explain Brookfield practices and procedures with external clients
• Strong ability to communicate with senior level contacts both internally and externally
• Ability to anticipate the preferred approach of the executives and be able to execute accordingly
• Strong knowledge of computers and relevant software applications; Microsoft Suite including Teams
• Knowledge of administrative and clerical procedures
• Knowledge of computers and relevant software application; Microsoft Suite
• Knowledge of customer service principles and practices
• Candidate must be able to take ownership and accountability
• Strong work ethic
• Self-starter
• Advocate of the Brookfield Brand
• This position is located in the Costa Mesa office and requires collaboration with the team

Your Opportunity

We are proud to offer our employees what they value most:

• Competitive compensation
• Base salary range $55,000 - $75,000
• Bonus potential 10%
• Excellent extended medical, dental and vision benefits beginning day 1
• 401(k) matching, vesting begins day 1
• Career development programs
• Charitable donation matching
• Paid Volunteer Hours
• Paid parental leave
• Family planning assistance including IVF, surrogacy and adoptions options
• Wellness and mental health resources
• Pet insurance offering
• A culture based on our values of Passion, Integrity and Community

#BRP

#LI-BT1

Brookfield Residentialparticipates in the E-Verify process to confirm the eligibility of candidates to work in the United States.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.