Office Services Administrator - Lockwood Management : Job Details

Office Services Administrator Job Summary: The Office Services Administrator is responsible for managing the daily operations of Lockwood's corporate office, ensuring a well-organized, secure, and efficient workplace. This role oversees office services, facilities management, and vendor coordination-including IT, security, and equipment-while also supporting executive leadership with administrative tasks and regulatory reporting. The Administrator plays a key role in enhancing the employee experience through onboarding, engagement programs, and internal events. Additionally, they manage technology-related services such as mobile devices and user access, contributing to the overall functionality and success of the organization. Responsibilities: Office Services:

• Acts as the property manager for Corporate Office by directing and managing support services and building operation functions. Acts as liaison with the landlord.
• Works with the third-party security vendor in maintaining the key fob system. Recommends office security best practices.
• Creates and manages Office Services' Budget and administers the office lease.
• Recommends and coordinates changes to company services that would be a cost savings or time benefit.
• Researches, recommends and leases appropriate office equipment. Also, maintains operation of such equipment by scheduling maintenance, communicating repairs and purchasing necessary materials.
• Oversee floor space utilization and any office projects.
• Receives, distributes, and coordinates the pickup of mail and packages.
• Maintains inventory of pantry and office supplies, ensuring all items are adequately stocked.
• Organize logistics for internal meetings including scheduling video conferencing setup, catering, preparing meeting materials, and maintaining conference room areas.
• Places orders for name tags, ID badges and /or business cards, upon hire or as needed.
• Updates and maintains the Lockwood Main Office and Community Directories.

Administrative:

• Provide administrative support for the Executive team as needed.
• Produce weekly Management Reports.
• Completes monthly lender reporting.
• Complete regulatory requirements for HUD/MSHDA as directed.
• Prepares and distributes seasonal safety reminders along with applicable policies and tracking logs.
• Places orders for marketing sales materials (i.e. Brochures, etc.)
• Completes Replacement Reserves processing and tracking for HUD, MSHDA and lenders.
• Collects & prepares all property Service Contracts.
• Prepares W-9s for signature as needed
• 1099 administration.

Employee Experience:

• Ensure all new hires are onboarded seamlessly. Proactively prepares their office area, equipment, and supplies in advance.
• Assists HR with coordinating special events including charitable initiatives, etc.
• Administers the company's Years of Service recognition program.

Technology:

• Assists in managing various technology resources in collaboration with the third-party IT vendor.
• Oversees the company's mobile phone program. Responsibilities include issuing company phones to employees, retrieving them upon termination, and monitoring costs and invoices. Additionally responsible for analyzing usage and expenses to identify opportunities for cost savings.
• Manages user activation/creation/deletion for all RealPage products

Qualifications:

• Four-year degree in business or facilities management and/or a minimum seven years' experience as an Office Administrator, Office Manager or equivalent.
• Proficiency in Microsoft Suite products.
• Superior attention to detail
• Excellent written and oral communication skills
• Ability to build relationships with internal and external stakeholders.
• An enthusiastic attitude.
• Ability to multi-task, take initiative and bring new ideas to the team.
• Follow through and complete projects with minimal supervision.
• Fosters a collaborative and supportive environment, assisting peers and team members as needed