Office Administrator

Cushman & Wakefield | Boerke – Office Administrator

Cushman & Wakefield | Boerke is a leading commercial real estate brokerage firm deeply rooted in Wisconsin. Since 1921, we have provided commercial real estate users, owners, and developers with strategic solutions for their business and operational space needs. Our alliance with Cushman & Wakefield offers national and global reach to effectively serve the local business community and commercial real estate market.

Job Summary

Reporting to the Director of Finance & Administration, the Office Administrator is responsible for ensuring smooth office operations, efficient administrative processes, and a professional, clean office environment. This role supports brokers, staff, and leadership by managing essential administrative duties, facilities coordination, and providing exceptional service to visitors and clients.

Essential Job Duties and Responsibilities

Office Administration and Management (50%)

• Office Supplies Management:Regularly inventory office supplies, process orders timely, and maintain organized, well-stock supply areas.
• Mail and Package Processing:Handle incoming and outgoing mail daily, establish clear mail-processing procedures, and ensure efficient package delivery.
• Reception Duties:Welcome clients and visitors professionally, manage incoming calls, and route messages accurately and efficiently.
• Facility Coordination and Cleanliness: Ensure the office environment, including conference rooms, common areas, and the kitchen, is clean, tidy, and presentable at all times. This includes light cleaning tasks such as wiping surfaces, organizing spaces, and promptly addressing minor messes or clutter. Coordinate with building management or vendors for larger maintenance or cleaning needs.
• Administrative Support: Provide administrative assistance to brokers and other staff, managing scheduling needs, organizing meetings, and preparing necessary documentation.

Information Technology Support (20%)

• Basic IT support: Provide first-level support for hardware and software issues.
• Troubleshooting: Diagnose and resolve basic technical problems related to computers, printers, and AV equipment.
• User Assistance: Assist employees with technology-related queries and issues.
• Coordination: Act as liaison between the company and external service provider to log help desk tickets, escalate issues, coordinate maintenance items, and communicate updates.
• Documentation: Maintain records of IT issues and resolutions, along with user lists.

Event and Meeting Support (15%)

• Meeting Coordination: Assist in planning and coordinating internal meetings, including preparing rooms, managing AV setup, and ensuring required materials and refreshments are provided.
• Company Event Assistance: Support planning and execution of company-wide events, ensuring logistical details are managed efficiently.
• Marketing Administration: Maintain an up-to-date event calendar and support ad-hoc marketing administrative tasks to promote company initiatives and enhance internal communications.

Record Keeping and Documentation (15%)

• Filing Systems: Maintain accurate and organized filing systems, both physical and digital, ensuring compliance with company procedures and standards.
• Internal Communication: Assist with the preparation and distribution of internal communications, notices and updates.

Experience

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Minimum 3 years of administrative experience, preferably within a professional services or commercial real estate environment.

Job Requirements

• Organizational Skills: Exceptional ability to prioritize tasks, manage multiple duties simultaneously, and meet deadlines efficiently.
• Communication: Strong written and verbal communication skills; ability to interact professionally with internal and external stakeholders.
• Technical Proficiency: Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), document management systems, and standard office equipment.
• Problem Solving: Capability to independently identify issues, propose solutions, and take initiative to resolve operational challenges.
• Adaptability: Comfortable working in a dynamic environment, responsive to changing priorities and company needs.
• Professionalism: Commitment to maintaining confidentiality, integrity, and professionalism in all interactions.
• Attention to Cleanliness: Willingness and ability to ensure the office, including conference rooms, common areas, and the kitchen, is clean and presentable throughout the day.

Physical Requirements

• Ability to move within the office environment, including walking, standing, and occasional lifting of supplies or equipment.
• Proficiency in using standard office equipment such as computers, printers, scanners and phones.
• Clear vision and hearing for effective communication and review of written materials.
• Maintain consistent mental focus and physical energy throughout the workday.