Bellwether is a global advisory firm that helps businesses solve their most complex challenges and enhance enterprise value. We specialize in formulating and executing dynamic growth strategies through true partnership with our clients. Merging deep industry expertise, advanced analytical capabilities and best-in-class talent, we create value across the business lifecycle, from transaction management to operational transformation. Bellwether specializes in the management, analysis, and reporting of over $40 billion of AUM across a wide range of real estate related assets and corporate platforms in North America, Europe and Asia. Bellwether is privately held and has offices in Los Angeles, Newport Beach, Salt Lake City, London and Dallas.

Overview

Responsible for overseeing daily office operations to ensure efficiency, organization and a productive work environment. Manages administrative functions, office supplies, vendor relationships, and facility maintenance while supporting internal and executive teams as needed. Ensures compliance with office policies and protocol, coordinates internal events and communications, and optimizes operational workflows proactively to enhance overall workplace efficiency. Acts as a key point of contact for employees, external partners, and guests, fostering an inviting, well-organized and professional office environment.

Key Responsibilities

Administrative Management & Office Support

Manage the main office phone line and email inbox, promptly answering calls and responding to inquiries, directing communications to the appropriate departments, and ensuring timely and professional interactions with employees, clients, and external partners.

Greet and manage guests, ensuring a professional and welcoming experience by coordinating visitor check-ins, notifying hots, and maintaining security and access protocols.

Coordinate catering requests for meetings and events, ensuring seamless logistics and accommodating dietary needs.

Manage weekly office snack orders, ensuring variety, consideration of allergy restrictions, and timely restocking of supplies.

Provide administrative support, including scanning, copying, and maintaining inventory of office supplies.

Oversee conference room scheduling, ensuring efficient use of meeting spaces and resolving conflicts as needed

Handle incoming and outgoing mail, ensuring accurate and timely distribution and shipping.

Serve as the primary liaison with building management, security, parking and vendors, coordinating office access and related arrangements.

Manage all non-IT office equipment, acting as the primary contact for coordinating repairs, deliveries, and maintenance.

Internal Team Support

Human Resources (HR): Assist with onboarding and offboarding processes for new hires and exiting employees, ensuring a seamless experience.

Human Resources (HR): Assist with updating labor law posters and required notices to ensure compliance with state and federal employment laws.

Recruiting: Assist in the coordination of the recruitment process as needed, including interview scheduling, and candidate communication.

Information Technology (IT): Handle purchasing and shipping requests for IT equipment as needed.

Accounting: Assist with corporate credit account reconciliation and serve as point of contact for Expense Reimbursement system inquiries.

Health & Safety

Oversee site-specific compliance initiatives, including attending health and safety training, coordinating with HR to assess requirements, and implementing necessary onsite protocols to ensure a safe and compliant workplace.

Support regular office safety assessments, including fire drills, fire extinguisher testing, and emergency preparedness reviews to ensure compliance with safety regulations and a secure workplace.

Act as a point of contact for onsite injuries, assisting employees and recording worksite injury details.

Maintain first aid supplies and emergency kits.

Team Support & Culture

Lead or assist with ad hoc projects, including seasonal events and team-building activities that contribute to a positive workplace culture.

Professional Experience

At least 3 years of relevant experience in office management or executive assistance.

Experience in the financial sector is preferred, though not required.

Essential Skills & Competencies

Bellwether is looking for an entrepreneurial, highly motivated individual who is both intelligent and mature, with a proven track record of excellence in previous roles. The ideal candidate will possess:

Job Knowledge & Technical Skills:
o Strong understanding of office management best practices, including organization, workflow optimization, and process efficiency.
o Experience in managing office supplies, equipment, and vendor relationships to ensure smooth operations.
o Strong ability to prioritize tasks, manage multiple deadlines, and adapt to changing office needs.
o Effective troubleshooting skills and proactive approach to identifying and implementing solutions and process improvements.
o Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), as well as virtual meeting platforms (Zoom, Teams, etc.), and other administrative tools.

Initiative & Reliability: Self-driven, proactive, and capable of solving problems independently while improving office processes and services.

Communication: Exceptional verbal and written communication skills, with the ability to listen actively and present information clearly and effectively. Strong customer service orientation to provide a welcoming and professional office environment. Ability to handle confidential information with discretion and professionalism.

Professionalism & Teamwork: Demonstrates integrity, adherence to company policies, and a commitment to maintaining confidentiality. Fosters a collaborative, respectful, and supportive team environment

Travel Requirements

Travel is not anticipated but may be needed from time to time.

Position Details

Position Status: Regular, Full Time

Reports To: Senior Director, Human Resources

Direct Reports: No

Physical and Mental Demands

While performing the duties of this job, the employee is regularly required to stand, sit, and walk. Must be able to sit at an office workstation for an extended period of time. May need to reach, stoop, or kneel to access items.

Must be able to talk, hear and use wrists, hands and/or fingers frequently and repetitively to operate a computer, telephone and other office productivity machinery.

Must frequently prepare or inspect documents, and convey details or important instructions or ideas accurately, loudly, or quickly.

Ability to work independently, and prioritize duties to ensure timely completion. The ability to collaborate is also imperative.

Requires active listening, critical thinking, making decisions, time management, as well as administration skills.

Ability to interact in a courteous professional manner at all times.

Regular, predictable attendance is required.

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Work Environment

No hazardous or significantly unpleasant conditions (such as in a typical office).

Moderate noise (i.e., business office with computers, phones, printers and light traffic)

Indoor business office environment with windows; light foot traffic within work areas

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

We offer a comprehensive benefits package that includes:

Employer-paid Medical, Dental & Vision, with buy-up options available

Flexible Spending Account, Health Savings Account

Carrot Fertility Benefit - $10,000 lifetime benefit

401k company match 4%, immediately vested

Generous PTO, 11 Paid Company Holidays & Paid Holiday Office Closure

14 weeks Maternity Leave & 12 weeks Parental Leave

Wellbeing program offerings

Cell phone reimbursement

Engaging team events & holiday parties

$82,500 - $90,000 a year

$82,500 - $90,000 base.

Offered salary is based on a variety of factors, including skills, experience, and qualifications for the role.

Intent of Position Description

This position description describes the general nature and level of work required by the position. It is not intended to be an all-inclusive list of qualifications, skills, duties, responsibilities or working conditions of the job. The job description is subject to change with or without notice, and Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the existing at-will employment relationship between the Company and the employee occupying the position.

Equal Opportunity Employer

Bellwether is an equal-opportunity employer. Bellwether complies with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. All qualified applicants are considered for employment without regard to an individual's race, color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex, gender (including gender identity and gender expression), age, sexual orientation, protected veteran and/or military status, protected medical leaves, domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws. All candidates must be able to prove eligibility to work in the United States.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Office Manager (LA)

Job Description - Office Manager (LA)