Description

• The Office Manager ensures smooth day-to-day operations of ABR’s headquarters, serving as the primary contact for building logistics and safety, providing notarial and administrative support to the Legal and Accounting teams, and delivering high-quality administrative and investor services support to the Investor Relations/Investment Management team. This role is equal parts hospitality, compliance, and coordination, keeping the office running flawlessly while supporting time-sensitive investor and legal workflows.

Requirements

Key Responsibilities

• COPT Building & Facilities Coordination
• Act as the primary contact for all building alerts, announcements, and tenant operations related to ABR.
• Coordinate new-hire building onboarding (access cards, garage parking assignments, required waivers).
• Lead tenant evacuation and Life Safety procedures; maintain all required documentation (e.g., certificates of insurance, waivers, life-safety forms) per building protocol.
• Manage parking validation coupons for 30 Light Street.
• Use Datawatch (Direct Access) portal for access management and reporting.
• Submit and track tenant work orders via Maximo.
• Attend COPT Town Hall meetings and communicate key updates to ABR stakeholders.
• Maintain a clean, orderly, and well-stocked office suite; ensure employee safety concerns are addressed promptly.
• Initiate the annual ABR holiday schedule based on the NYSE calendar.
• Plan and coordinate monthly all-employee luncheons and quarterly corporate events.
• Professionally field incoming business calls, including remote call coverage on Flex-Fridays; administer phone system routing/changes for Flex-Fridays.
• Manage breakroom and coffee supplies (e.g., Guernsey) and maintain office snacks.
• Organize bi-annual American Red Cross CPR/AED training sessions.
• Manage digital and print newspaper subscriptions.
• Purchase holiday gifts for office/building day laborers and host the annual holiday tree-trimming event.
• Administer petty cash (gratuities, ice, gift cards, etc.) with accurate logs and reconciliations.
• Coordinate hospitality (flowers, care packages) upon request.
• Ensure Poster Guard labor law postings remain current and compliant.
• Order ABR stationery (e.g., labels, business cards, notepads via Hillendale Press).
• Maintain vendor accounts (e.g., PRIMO Brands, Rolling Green, Guernsey, Shred-It) and oversee on-site service scheduling.
• Manage stored partnership files and off-site storage requests.
• Report, coordinate, and track office and equipment repairs to resolution.
• Operate Pitney Bowes meter for outgoing mail; conduct daily mail pickup (Mail Room B1).
• Monitor security camera for front-desk activity (guests, vendors, contractors) and oversee guest parking accommodations. 

Investment Management / Investor Relations Support

• Process investor account changes accurately and promptly.
• Enter new and existing subscription agreements and investor commitments in Yardi Investment Manager.
• Create initial account setups for investor transfer requests.
• Prepare stop payment/reissue forms as requested.
• Prepare fund valuation letters as requested.
• Coordinate distribution of annual Schedule K-1s and privacy notices (mailing and electronic).
• Distribute audited financial statements with transmittal letters (mail and electronic).
• Mail Capital Call letters when applicable.

Legal & Compliance Support

• Notarize legal documents for the Legal team.
• Prepare and file entity dissolutions with applicable Secretaries of State.
• Conduct annual investor/business searches to support Anti-Money Laundering diligence (U.S. Department of the Treasury).
• Prepare and track FedEx/UPS shipments; manage shipping supplies and logs.

Qualifications

• 4+ years in office/facilities coordination, executive administration, or investor/legal operations support; experience in financial services, real estate, or professional services preferred.
• Active Notary Public commission (or ability to obtain within 60 days of hire). CPR/AED certification a plus (or willingness to obtain).
• Proficiency with Microsoft 365 (Outlook, Excel, Word, Teams), Yardi Investment Manager (or comparable investor/CRM platform), Datawatch (Direct Access), Maximo, and Pitney Bowes postage systems. Ability to learn new platforms quickly.
• Familiarity with life-safety procedures, certificates of insurance, and basic AML diligence workflows.
• Exceptional organization, attention to detail, and follow-through; professional communication and client service mindset; vendor and project management; ability to prioritize and meet deadlines across multiple stakeholders.
• Discreet with sensitive information; reliable, proactive, and hospitality-oriented; comfortable supporting leadership and interfacing with both investors and external partners.

Work Environment & Schedule

• On-site role at ABR’s office; requires in-office presence for facilities coordination, mail, and visitor management.
• Flex-Friday call coverage from home as scheduled; responsible for phone routing/changes in advance.
• Occasional early/after-hours support for events, deliveries, life-safety drills, or time-sensitive investor/legal mailings.