Chief of Staff

New York, NY
Hybrid ‚úÖ
Full-time
Apply for this jobContact employer
Apply before: 
Jan 25, 2024

About the Opportunity:

This is an opportunity for a Chief of Staff to assist the CEO and senior leadership at a real estate brokerage firm by managing and upleveling back of house processes for accounting, HR, facilities, legal, and technology implementation. It is a key role within the organization that works closely alongside the CEO and interfaces with senior management and the agents. The role covers the company’s corporate operations in multiple markets and is based out of their headquarters in New York City.

About the Company:

Our client is a recently founded next-generation real estate brand focused at the highest end of the market and co-founded by several of the most innovative leaders in the industry. The company is operational in New York, the Hamptons, Miami, Los Angeles, Orange County, and Aspen. In addition, our client is responsible for many of the most notable development and hotel projects in the country. They have two categories of clientele - the first are their agents and teams and the second are their customers. Their agents’ and teams’ ability to deliver at the highest level for the customers depends on the level of service they provide.

Responsibilities:

Organizational Operations

‚óŹ Work closely with corporate leadership to drive key strategic decisions and ensure successful implementation of all business-critical initiatives

‚óŹ Measure and continually improve metrics and KPIs, setting priorities and driving continuous improvement against results and targets

‚óŹ Advise senior leadership on corporate organizational needs for staff and agents

‚óŹ Field HR queries and requests from employees via email requests, phone, slack, and chat - Example topic areas include benefits, Leave of Absence, PTO balances, employee care & and development, onboarding, offboarding, etc

‚óŹ Complete employee transactions across multiple HR systems, ensuring that the centralized HRIS (Rippling) remains the source of truth

‚óŹ Manage employee lifecycle data inputs with impeccable accuracy

‚óŹ Serve as a first point of contact for HR on general HR queries regarding tools, processes, and policies

‚óŹ Work closely with our Agent Experience & Senior Marketing teams nationally to evaluate key areas of responsibility and implement operational improvements, including employee and agent onboarding and assimilation, training and development, and agent feedback

‚óŹ Preparing company-wide memorandums regarding industry policies/regulations/updates and changes (like what's happening with commissions) and serving as a POC/SEM for agents and employees on these matters

Financial Operations

‚óŹ Evaluate accounting processes, internal controls, and reporting procedures for continuous improvement opportunities

‚óŹ Manage all vendor invoices (AP) and receivables (AR) through our third-party platforms

‚óŹ Work closely with the company‚Äôs bookkeeper and accounting team to reconcile books on a monthly basis and prepare reports for the CEO

‚óŹ Serve as the primary contact for account discrepancies

‚óŹ Track, manage, and centralize all brokerage transactions across all markets

‚óŹ Communicate findings to management and drive improvements in transaction recording accuracy

‚óŹ Communicating effectively to the Senior Management team, including escalations as necessary

‚óŹ Recommending enhancements in systems and processes to solve problems or improve the effectiveness of the function

‚óŹ Assist with monthly financial analysis and various ad-hoc reports

‚óŹ Other duties and ad-hoc projects as assigned

Legal Administrative

‚óŹ Centralize and manage all vendor agreements with the company‚Äôs service providers

‚óŹ Centralize and manage all corporate and agent-related master agreements

‚óŹ Coordinate with various departments within the company to obtain all relevant and responsive documentation

‚óŹ Work collaboratively with other company teams to facilitate document retrieval and production, coordinating with internal and external counsel and consultants where required

‚óŹ Collect, cull, and prepare documents for counsel review and production

‚óŹ Participate in the development of department policies and/or procedures and assist with internal projects as assigned

‚óŹ Maintain and update various reporting processes including corporate insurance, budgeting and legal invoices, and other case management tools

‚óŹ Help with the development and implementation of processes for efficient and streamlined operations, including workflow between the Legal Team and other teams at the company

‚óŹ Exercise judgment within defined procedures to determine appropriate action, including, but not limited to, identifying issues that require the input of outside Legal and taking steps to escalate these matters appropriately

‚óŹ Interface with outside counsel to achieve desired results

‚óŹ Analyze judicial and legislative developments and structure and implement strategies and policies/procedures to mitigate legal risk

Workplace / Facilities Operations

‚óŹ Develop a robust network of vendors of all trades who can service the company‚Äôs facilities when needed; manage vendor service contracts and monitor the provider's performance

‚óŹ Oversee and manage post-lease and construction aspects of getting new expansion offices set up and ready for opening before the first day of business, including all lease, equipment, and service contracts

‚óŹ Assist in the development and maintenance of the Workplace/Facilities budget

‚óŹ Oversee all corporate insurance coverages (E&O, GL, etc.) and all claims-related work

‚óŹ Own the development of fire safety/emergency response plans and documentation in compliance with all local, state, and federal codes

‚óŹ Organize and communicate inbound and outbound mail processes, including building out mail room, receiving deliveries, providing package notifications, coordinating with local carriers/building management, and implementing systems that cater to business needs

Qualifications and Education Requirements

  • Minimum 5 years of Operations, Chief of Staff, or other Executive Level Management role, preferably within real estate brokerage
  • Proficient in Microsoft Office, Google Suite, Dropbox, Docusign, Zoom/Teams, Quickbooks
  • Basic accounting skills
  • Experience with HR platforms
  • Proficient in navigating real estate regulatory agencies in NY and other markets
  • Excellent organizational and time management skills
  • Strong written and oral communication skills
  • Strong interpersonal skills, integrity, and ability to multitask in a fast-paced environment
  • Pleasant and professional demeanor at all times with great attention to detail
  • The expectation of confidentiality in all business matters
  • Ability to thrive in a fast-paced environment

Compensation

$110,000 - $130,000

Full benefits including 401K

Apply for this job
Apply before: 
Jan 25, 2024
Contact employer

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