Office Manager

Job Overview

The Office Manager, under the direction and supervision of the Association Manager and FirstService Residential, is responsible for supervising the daily operation of the Association. This includes running the Association office, responding to residents' requests in a timely manner, ensuring compliance with the Association's governing documents, coordinating a maintenance schedule (daily/quarterly/annual), and working with on-site staff.

Your Responsibilities

• Maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties.
• Communicate with Homeowners about Building or Association Issues
• Foster a welcoming and friendly environment for homeowners, staff, and vendors.
• Manage Building Information
• Oversee/Facilitate On-Site Staff
• Manage Building Maintenance
• Financial Management
• Place orders for supplies and services needed for the Association.
• Create/maintain an effective filing system for the office and shared files.
• Attend monthly Board meetings as well as the Annual meeting.
• Oversee Unit Leasing Compliance
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications

• Associate’s or Bachelor’s Degree
• Previous Association Management experience or a general understanding of Condo Associations
• Excel, Outlook and Word experience
• Customer service focused and understands the value of a smile and positive interaction
• Ability to work as a team and communicate with fellow team members: Community Association Manager, Maintenance Manager and Office Attendants
• Ability to multi-task and prioritize duties
• Professional demeanor and collaborative attitude
• Proactive and deadline oriented
• Resourceful and decisive in handling of daily issues
• Articulate and can communicate clearly in writing and verbally
• Superior attention to detail, organizational and follow-up abilities
• Reliable, punctual, and discreet