Office & Operations Manager
Location: Long Island City, NY
Employment Type: Full-Time, In-Person
Industry: Real Estate
Reports To: Executive Management
### About the Role
ACRE is seeking a highly organized, detail-oriented, and trustworthy Office & Operations Manager to support the daily operations of our real estate companies.
This position plays a central role in office administration, employee and agent support, payroll coordination, financial operations, system administration, reporting, vendor management, and document control. The ideal candidate is comfortable managing multiple priorities, working with confidential financial and personnel information, and coordinating across management, HR, finance, employees, and real estate agents.
This is a fully in-person position based in our Long Island City office.
### Key Responsibilities
#### Office and Administrative Operations
* Manage daily office operations and serve as a primary point of contact for employees, agents, vendors, and management.
* Coordinate office rent payments, cleaning services, office supplies, Amazon Business purchases, utilities, internet services, and other administrative expenses.
* Maintain organized company records, templates, employee lists, operating procedures, and other essential documents.
* Ensure current versions of operational files are properly stored and accessible through the company’s Google Drive.
* Coordinate employee birthday celebrations, internal meetings, office events, and other employee engagement activities.
* Handle occasional local errands, check deliveries, bank visits, and other in-person administrative tasks.
#### Payroll, Expenses, and Employee Support
* Process and reconcile biweekly payroll through ADP RUN and QuickBooks Online Payroll.
* Review employee attendance, leave requests, paid time off, bonuses, reimbursements, and payroll adjustments before submission.
* Download payroll summaries and coordinate with the finance team for review and recordkeeping.
* Maintain employee benefit and allowance records, including approved monthly insurance allowances.
* Support quarterly employee bonus calculations and obtain required management approvals.
* Work with HR on employee onboarding, offboarding, leave records, personnel lists, and semiannual agent follow-up initiatives.
#### Banking and Financial Operations
* Monitor multiple company checking accounts and review incoming deposits, pending transactions, returned payments, and account activity.
* Deposit company checks through mobile banking and provide supporting documentation to finance.
* Maintain accurate cash-in and cash-out records and reconcile the company cash ledger.
* Prepare and issue approved company checks and maintain proper supporting records.
* Process approved Agent commissions, reimbursements, rebates, referral payments, rent-related payments, and other business expenses.
* Verify company entity, payee, amount, approval status, and prior payment history before processing any transaction.
* Maintain strict controls to prevent duplicate or unauthorized payments.
#### Agent and Real Estate Operations Support
* Support agents with approved commission payments, rebates, referrals, building checks, and transaction-related administrative requests.
* Coordinate with HR to conduct Agent follow-ups twice per year and document feedback, concerns, support needs, and action items.
* Maintain Agent and Team information in company systems.
* Assist with company email setup after agents meet internal eligibility requirements.
* Coordinate the transfer or removal of system access when employees or agents leave the company.
#### Systems and Account Administration
* Administer company Google Workspace accounts, including creating, updating, suspending, and deleting users.
* Manage access to company email accounts, Google Voice, Google Drive, and shared files.
* Maintain users, teams, calendars, and accounting-related records in the company’s internal ACRE System.
* Manage company virtual phone numbers, call forwarding, recorded greetings, ring groups, and project phone lines through VoIP systems.
* Assist with Verizon Business internet services, Amazon Business, Canva, QuickBooks, ADP, and other operating platforms.
* Protect confidential credentials and maintain accurate account and access records.
#### Reporting and Meetings
* Prepare weekly transaction and registration data for company meetings.
* Compile monthly sales, rental, commission, Agent, Team, and company performance reports.
* Ensure performance calculations and rankings are based on finance-approved net commission figures.
* Update monthly meeting presentations and coordinate with the graphic designer on performance and birthday posters.
* Review all names, dates, rankings, amounts, and presentation materials before publication.
#### Insurance, Tax, and Compliance Coordination
* Coordinate annual E&O, BOP, Workers’ Compensation, COI, and other insurance updates with the company’s insurance broker.
* Gather requested company, employee, payroll, and operational information for insurance renewals.
* Coordinate annual tax return and 1099 preparation with the company’s accountant.
* Organize company checking-account transactions, payroll reports, W-9s, payment records, and supporting tax documents.
* Upload finalized insurance, tax, payroll, banking, and compliance documents to the appropriate restricted Google Drive folders.
### Qualifications
* Bachelor’s degree in Business Administration, Accounting, Finance, Human Resources, Real Estate, or a related field preferred.
* At least 3 years of experience in office management, business operations, finance administration, HR coordination, or a similar role.
* Experience with payroll, expense processing, banking, bookkeeping, or payment reconciliation strongly preferred.
* Proficiency with Google Workspace, Microsoft Office, and cloud-based file management.
* Experience with QuickBooks Online and ADP is highly preferred.
* Strong Excel or Google Sheets skills, including organizing, reviewing, and reconciling data.
* Excellent attention to detail and ability to handle confidential financial and personnel information.
* Strong organizational, communication, problem-solving, and follow-up skills.
* Ability to manage recurring deadlines and multiple company entities without mixing records or payments.
* Comfortable working independently and escalating discrepancies before taking action.
* Real estate brokerage or property-management experience is a plus.
* English proficiency required; Mandarin Chinese language skills are strongly preferred.
* Must be authorized to work in the United States.
### Ideal Candidate
The ideal candidate is dependable, proactive, discreet, and highly organized. This individual understands that accuracy is essential when working with payroll, payments, employee records, system permissions, and confidential company information. They should be able to identify inconsistencies, maintain clear documentation, and follow each issue through completion.
### How to Apply
Please send your résumé or CV to:
**[email protected]**
Pay: $60,000.00 - $70,000.00 per year
Work Location: In person
