Office Manager, New Developments in New York, New York at DOUGLAS ELLIMAN OF LI LLC

Job Title: Office Manager

Reports To: Vice President of Administration

Department: Douglas Elliman Development Marketing

Job Type: Full-Time, 9AM-6PM

Job Summary

The Office Manager oversees the daily administrative operations, campaign project management, and asset coordination for the marketing team. The ideal candidate ensures marketing workflows run seamlessly, cross-department communication remains clear, and all deadlines from eblast deployments to major product launches are strictly met. This is an organized, detail-oriented role balancing office administration with creative production schedules, with occasional ad hoc projects.

Responsibilities

• Campaign & Project Coordination: Maintain the master marketing calendar. Track analytics and statistics. Coordinate the scheduling, final testing, and deployment of digital marketing assets, including newsletters, automated workflows, and eblasts.
• Office & Vendor Management: Serve as the main point of contact for external vendors. Ensure kitchen and supply room are stocked with orders from Weeks Lerman, Fresh Direct, Amazon, etc. Manage setup and breakdown of conference rooms. Responsible for UPS and packages, along with shipping and tracking updates. Schedule messengers through NPD for any Manhattan/Tristate pickup/drop-off.
• Budgeting & Invoicing: Track the department's monthly spend, manage purchase orders, route invoices to Operations, and ensure marketing projects remain within budget. Manage software subscriptions.
• Internal Communication: Facilitate information flow between the marketing team and external departments. Schedule and run weekly status meetings. Exceptional written and verbal skills. Capability to gently enforce deadlines across various teams.
• IT/Facilities: Streamline any IT and Facilities requests to the appropriate department. Follow up to ensure all and any issues are resolved.
• Operations: Assist with check retrieval/drop off. Help assist with escorting interviewees into conference rooms. Scheduling/booking of conference rooms for meetings and interviews.