Responsible for overseeing day-to-day Office and Client Services (producer support) activities for defined business lines on a local basis. Operations includes Office Services and Client Services (producer support). Will partner closely with Business Operations (P&L), Human Resources, Digital & Technology, Research, Marketing, and Facilities. Assures implementation of national operational strategies and coordinates efforts to integrate company services for clients, both internally and externally.
ESSENTIAL DUTIES AND RESPONSIBILITIES
In partnership with local management and market leader(s) oversees the day-to-day work flow of individual office staff to ensure deadlines and proper procedures; resolves client concerns and answers questions regarding policies and procedures. Handles day-to-day issues as they arise. Ability to identify and appropriately escalate sensitive issues.
Responsible for performing and/or overseeing activities related to office services operations including office facilities/supplies/equipment, vendor relationship management, special events, philanthropy, sustainability, and business continuity plans for an office.
Responsible for supporting or overseeing facilities project(s) to include ongoing maintenance work, transitions, relocations and new construction projects. Works with construction and project management team(s) on project timelines. May assist with facility's needs including maintenance and building access for all lines of business. May act as liaison between offices and building management.
Responsible for a wide range of employment activities for an office including recruitment, selection, on-boarding/new hire orientation, coaching, mentorship and training. In partnership with Operations Managers and Human Resources, as appropriate, will also support performance management and terminations.
Oversees the general administrative tasks of local client services team to ensure deliverables are complete and resources are deployed where needed.
Partners with local Marketing Manager and regional/corporate marketing and communications as needed to ensure effective marketing service delivery, business promotion, advertisement and public relations.
May be responsible for helping to support local accounting and finance activities including payables, revenue transactions, forecasting and budgeting, in partnership with business operations, division finance and corporate finance. May be responsible for local P&L oversight.
Responsible for the Real Estate and Business licensing processes to ensure full compliance with state and local licensing requirements.
Partners with local D&T resources and assesses technology and associated training needs in conjunction with Corporate D&T to ensure the technology needs of office are met.
Will act as a backup resource to support any function, as required
Other duties may be assigned.
Provides supervision to individual employees within a local office. Provides assistance such as technical guidance, and/or training. May lead project teams and/or plan and supervise assignments. Recommends staff recruitment and selection. With guidance from their manager, executes on promotion, advancement, corrective action, and termination. Plans and monitors appropriate staffing levels, time-keeping and overtime. Prepares and delivers performance appraisal for staff. Leads by example and models behaviors that are consistent with the company's values.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Bachelor's Degree (BA/BS) preferred or eqiuvalent experience. Minimum of 5 years relevant experience, including 3 years Supervisory experience.
CERTIFICATES and/or LICENSES
Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to internal and external clients. Ability to effectively present information. Ability to identify and appropriately escalate sensitive issues.
Requires basic knowledge of financial terms and principles. Ability to calculate figures such as percentages, discounts, and/or commissions.
Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations.
OTHER SKILLS and ABILITIES
High level of proficiency in Microsoft Office suite and other software.
SCOPE OF RESPONSIBILITY
Decisions made with understanding of procedures and company policies to achieve set results and deadlines. Responsible for setting department and/or project deadlines. Errors in judgment may cause short-term impact to departments.