Job Title: Office Administrator
Employer: Ruppert Properties
Position Summary:
The Office Administrator is responsible for supporting the day-to-day operations of a family-owned commercial real estate investment, development, and management company, ensuring the office runs smoothly and efficiently across all functions. This position is responsible for a broad range of duties spanning event planning, marketing and communications, human resources, office technology and vendor management, and administrative and lease support, serving as a central point of coordination across the organization. Reporting directly to the President, the Office Manager will also provide dedicated support to the CFO and collaborate closely with other departments, including property management, accounting, construction, leasing, and investing, to help ensure the business operates effectively.
Primary Responsibilities:
Event Planning & Coordination
Plan, coordinate, and execute a wide range of company events including employee engagement events (team-building activities, holiday parties, birthday celebrations, baby showers, team retreats), client appreciation events, community engagement events, leasing-related events and tenant events.
Organize and manage logistics for internal and external meetings.
Apply strong organizational skills and attention to detail across all phases of event planning, from initial concept through post-event follow-up.
Manage event budgets and vendor negotiations (catering, venues, rentals) to ensure cost-effective execution.
Maintain a company events calendar and lead-time checklist to ensure consistent planning cycles year over year.
Marketing & Communications
Plan, create, and publish engaging content across social media platforms (Instagram, LinkedIn, Facebook), aligned with brand voice and business goals.
Act as the primary point of contact for the company’s website vendor, overseeing the vendor contract and managing ongoing site updates, refreshes, and enhancements.
Maintain brand guidelines and ensure consistent use of logos, colors, and messaging across materials.
Draft press releases, company newsletters, and other external and internal communications with a professional, polished tone.
Coordinate the creation of signage and marketing materials to support leasing and marketing initiatives.
Coordinate photography/videography for events, properties, and staff as needed for marketing use.
Human Resources
Support payroll processing, including timesheet review and submission.
Assist with benefits administration, including coordination of open enrollment and employee questions.
Play a lead role in the hiring process, including posting job openings, reviewing and managing applications, and coordinating candidate interviews.
Manage the full onboarding process for new employees, ensuring a smooth and welcoming start.
Support the offboarding/termination process, including exit logistics and documentation.
Support employee recognition programs (anniversaries, milestones, achievements).
Assist in developing, drafting, and maintaining company policies, procedures, and the employee handbook.
Serve as a trusted, confidential resource for HR-related matters, exercising sound judgment and discretion at all times.
Technology & Office Operations Management
Manage the office IT services contract and serve as the primary point of contact between the company and the IT vendor.
Serve as first point of contact for basic office tech troubleshooting before escalating to the vendor.
Oversee contracts, procurement, and vendor relationships for office equipment, including phones, printers, audio/visual systems, laptops, etc.
Maintain an inventory/asset log of company equipment (laptops, phones) issued to employees.
Monitor office supply inventory and coordinate timely restocking.
Cross-Departmental Support
Process new lease documents, and draft lease abstracts as needed, ensuring proper notification, accurate filing and timely data entry into the company’s property management software system.
Support various accounts payable and accounts receivable functions.
Assist with insurance compliance tracking for tenants and vendors.
Provide flexible, cross-departmental support to property management, accounting, construction, leasing, and investment teams as business needs arise.
Administrative & Executive Assistance
Perform various administrative duties such as telephone reception, reception of visitors and mail distribution.
Maintain and organize the company’s filing systems, including scanning and digitizing documents for online storage.
Handle incoming and outgoing communication, including emails, phone calls and correspondence, and act as a point of contact for the executive team.
Provide dedicated executive-level administrative support, serving as a reliable administrator in managing day-to-day priorities.
Prepare briefing materials ahead of meetings, including attendee lists and background information, relevant historical context, agendas, and talking points.
Capture and track action items from meetings, following up to ensure completion.
Coordinate acknowledgments and recognition, including thank-you notes, holiday cards, and milestone recognition for clients, partners, and staff.
Other duties and special projects as assigned.
Key Competencies and Qualifications:
Excellent written and verbal communication skills, with strong attention to detail
Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, SharePoint, PowerPoint, and Teams
Exceptional organizational skills and demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs
Ability to exercise independent judgment, anticipate needs, resolve problems, and take appropriate initiative
Strong team orientation, with the ability to build positive working relationships across departments and contribute to a collaborative office culture
Professional demeanor and strong customer service orientation, including when handling phone calls and inquiries from tenants, vendors, and other outside contacts
Preferred Experience:
Three or more years of prior office management, executive assistant, or HR generalist experience
Real estate experience a plus but not required
College degree preferred
Interested parties should email their resume to Julie Ruppert – President, at jruppert@ruppertproperties.com.
Ruppert Properties is an equal opportunity employer and offers a collaborative, professional, and engaging work environment, competitive compensation, and excellent benefits, including paid time off, life insurance, AD&D, short-term, and long-term disability, medical, dental, and vision coverage, as well as a 401(k) plan.