Office Manager Job at Newport Capital Partners in Chicago

Overview

We are a fast-paced, collaborative, and growing real estate investment firm based in Downtown Chicago. We’re seeking an Office Manager who is resourceful, organized, and energized by variety in their day. This role blends responsibilities across office operations, executive support, and property-level accounting. You’ll be a key part of our team, working cross-functionally and supporting all areas of the business.

Hours: Full-time, in-office, Monday–Friday, 8:30AM–5:30PM

Responsibilities

• Office Management & Administrative Support
  • Serve as the first point of contact at the front desk; welcome and direct visitors
  • Manage office operations: phone system, supplies, mail, shipping, and vendor accounts (e.g., FedEx, Amazon, Staples, printers)
  • Oversee meeting logistics and conference room technology
  • Provide general administrative support and assist with internal documentation, reports, and presentations
  • Track LLC entities and manage annual state filings
• HR & Office Coordination
  • Support onboarding and offboarding logistics (tech, desk setup, building access, etc.)
  • Plan team events, coordinate office lunches, and assist with employee appreciation initiatives
  • Schedule internal meetings and manage visitor hospitality, including catering
• Accounting Support
  • Manage weekly accounts payable using AvidXchange
  • Assist with year-end 1099 preparation and vendor tracking
  • Manage employee expense reports and corporate credit card reconciliation
• General Operations
  • Support the property operations team with tenant and vendor communication
  • Support the investment relations team with managing investor communication
  • Assist with special projects and cross-functional initiatives as needed

Qualifications

• CRM experience preferred
• Highly organized, self-motivated, and proactive with excellent follow-through
• Strong communication and interpersonal skills
• Able to multitask and prioritize in a fast-paced, team-oriented environment
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint required
• 3–5 years of relevant experience in office management, administration, or operations
• Experience with Yardi or AvidXchange is a plus
• Compensation: Competitive salary based on experience
• Benefits: Medical, dental, vision, life, and disability insurance; 401(k) plan; Paid time off