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You’re now the person who keeps our office running — and this hub is your operating system. It gathers everything a new Director of Operations needs on day one into one place you can return to any day after: who we are, what your role owns, and the daily, weekly, and monthly rhythms that keep everything moving.
Prepared for New hire name · Start date MM/DD/YYYY · Reports to Manager name & title
Anything highlighted is a placeholder for a Nomad-specific detail — a name, tool, vendor, or figure. Replace each one with the real information from your manager or the Welcome Packet. Nothing here is invented company data.
Nomad Group is a New York City commercial real estate firm built on one idea: Elevated Workspaces. We help fast-moving, high-growth companies find, build, manage, and operate office space that matches their ambition — pairing tech-driven tools with a genuinely human touch. Office space, reimagined.
Real estate guidance and leasing for high-growth teams — the right space on the right terms.
Buildouts delivered with clarity and function — on time and on budget.
Maximizing the performance and long-term value of every property we steward.
The services and upkeep that keep offices running smoothly, day to day.
Flexible, move-in-ready workspace for teams that need to scale fast.
Drop in Nomad’s verified figures — these are the kind of numbers we lead with.
You don’t need to be a broker, but a working grasp of commercial real estate helps you speak the language of the team. Here’s the shape of the business Nomad operates in.
Companies rent office space under multi-year leases. Brokers represent tenants (or landlords) to find space and negotiate terms — rent, length, concessions, and the right to sublease.
Raw or dated space is turned into a working office through a “buildout.” Landlords often contribute a tenant-improvement (TI) allowance; construction management delivers the work.
Once occupied, buildings need ongoing management — financial performance (asset management) and day-to-day operations, maintenance, and services (facilities management).
Hybrid work pushed demand toward move-in-ready, flexible space — shorter commitments, fully serviced. That’s the gap Flex by Nomad fills.
Every day you’re running a live example of the product Nomad sells: a well-operated, people-first workplace. The standards you keep in our own office are the standards we promise clients.
As Director of Operations, you own the smooth running of the office and the experience of everyone in it. The role is deliberately hands-on and instruction-driven — the checklists below are the backbone of the job. Here are the areas you own.
Open and close the office, keep spaces stocked and presentable, and act as the first point of contact for the building and maintenance.
Manage relationships and orders with cleaning, catering, supplies, and service vendors — quality, timing, and cost.
Keep the meeting rhythm running — rooms, AV, catering, and logistics for team meetings, leadership syncs, and visitors.
Support new hires, celebrate milestones, and resolve the daily needs that keep people productive and happy.
Handle expenses, code invoices, and support billing workflows — including the Commission Calculator and invoice process.
Maintain building access, safety equipment, and emergency procedures so the office is secure and compliant.
If it keeps the office running or makes someone’s day here better, it’s probably yours. When in doubt, check the rhythm below or ask Manager name.
Your whole operating rhythm in one place. Pick a tab — each list tracks its own progress as you tick items. Print any tab for a paper copy.
Keep a quarterly and annual eye on the big rocks: lease milestones and renewals, insurance renewals, deeper budget planning, seating / space planning, and a business-continuity review. Add Nomad’s specific dates with Manager name.
Nomad publishes a market report every quarter. Don’t cram it into the final week — build it continuously on a daily, weekly, and monthly cadence so the quarter-end is just assembly and polish.
Keep the most recent published report linked here so the team always works from the current version — add link to latest market report. Use it as the template and baseline for the next quarter.
How to build it — the cadence
Q2 2026 game plan — 30 days to June 30
Backfill April–May data, lock the section outline, and confirm which charts and metrics make the cut. Pull last quarter’s report as your template.
Draft every narrative section against the data. Chase missing comps or figures now — not in the final days.
Assemble the full report, brand and lay it out, fact-check every number, and circulate for review.
Apply edits, finalize, and publish ahead of June 30. Archive sources and open the Q3 folder.
Tap any SOP to expand. Each one names its purpose, trigger, steps, escalation path, and SLA so nothing lives in someone’s head.
Prepare an accurate commission worksheet for review and payout processing.
Split is missing, document conflicts, house exception requested, clawback may apply, or deal economics don’t match the internal card.
Signed deal milestone or collection event that requires a commission calc.
Draft worksheet within 1 business day of trigger.
Send accurate invoices quickly and maintain a consistent follow-up cadence on open balances.
Invoice is disputed, materially aged (30+ days past due), tied to a key client relationship, or may require collections or legal action.
Approved invoice event, milestone reached, or fee now billable.
Invoice sent within 1 business day of the billable event.
Keep the office consistently stocked without emergency ordering.
Replacement item changes guest/team experience, spend exceeds approved threshold, or vendor problem affects continuity.
Weekly inventory review or item falling to reorder point.
Reorder at par level — no critical-stock gaps.
Make client events, team outings, and charity events feel intentional and execution-ready.
Spend exceeds approved range, guest sensitivity is high, landlord/client politics, or branding needs approval.
Approved event request.
Brief and budget confirmed at least 7 days before event.
Keep people records orderly, accessible to the right people, and easy to audit.
Sit down with each team member every two weeks; capture notes and action items in their file.
Policy issue, legal question, or termination sensitivity.
New hire, contractor, or exit.
File complete within 3 business days of start or exit; staff check-ins held every two weeks.
Give every new hire a confident, ready-to-work first day — and every departure a clean, secure, and respectful exit.
Involuntary or disputed exit, legal / compliance question, equipment or access not recovered, or any sensitive termination.
Signed offer or confirmed start date — or a resignation / termination notice.
Onboarding setup complete before day one; all access revoked on the exit date.
Exact formulas, split percentages, referral rules, and budget thresholds live in Nomad’s signed policy documents — those always override the general template above.
Restricted brokerage-team workspace. Sign in to request an invoice number, attach the deal docs, and submit for approval. Only the admin (Tanner) can approve and issue.
Enter your work email. Brokers can request a number and submit invoices for approval; the admin (Tanner) reviews, approves, and issues.
Not on the list? The admin can add your email under Manage broker access. Set the admin & broker emails near the top of the script
Attach the company W-9 (PDF) so it travels with every issued invoice. Placeholder — drop the real W-9 to enable it
| Invoice # | Vendor / Client | Amount | Broker | Docs | Due | Status |
|---|
Add or remove the emails allowed to submit invoices. Stored in this browser.
Build a brokerage fee calculation for any lease deal. Enter deal basics, the rent schedule, and commission rates by year — the table below auto-calculates. Once reviewed, click Create Invoice to generate a branded invoice and push it into the tracker.
31 East 32nd Street · Entire 11th Floor
| Year | Annual rent | Annualized free time | Months | Net annual rent | Rate | Commission |
|---|---|---|---|---|---|---|
| Totals | $0.00 | $0.00 | 0.00 | $0.00 | $0.00 |
The systems you’ll use daily and the reference shelf behind them. Record the specific tool and link as you get access — this becomes the single front door to everything.
Systems
Key documents
The full role handbook — add link
Billing & commission workflow — add link
How invoices are raised and approved — add link
Current office layout — add link
Active agreements and insurance — add link
Safety procedures and exits — add link
What’s covered and how to file — add link
Logos and templates — add link