Office Manager

Oversee daily administrative operations of the management office and provide administrative support to management, the Board of Directors, residents, employees, vendors, and contractors. This role requires strong organization, attention to detail, confidentiality, professionalism, and the ability to manage multiple responsibilities simultaneously.

Responsibilities

• Manage the day-to-day administrative operations of the management office.
• Maintain office supplies, equipment, copier/printer services, files, records, and administrative systems.
• Maintain accurate and up-to-date resident, owner, vendor, employee, and Association information.
• Process and assist with payroll administration through ADP, including reviewing timecards, employee hours, PTO, and payroll-related discrepancies.
• Assist with Accounts Receivable, including maintenance fees, special assessments, payment records, delinquency follow-up, and account documentation.
• Prepare and coordinate unit sale and lease packages for management and Board review and approval.
• Prepare and maintain construction and renovation packages, including contractor documentation, insurance certificates, licenses, permits, and required forms.
• Track the status of sales, leases, renovations, construction projects, and other administrative matters.
• Prepare professional emails, letters, notices, memorandums, forms, reports, and other Association communications.
• Provide administrative support for Board meetings, including preparing meeting materials, reports, documentation, and approval packages.
• Maintain organized electronic and physical filing systems and ensure records are properly retained and accessible.
• Assist with vendor and contractor administration, including maintaining required documentation and contact information.
• Provide professional administrative assistance to residents, owners, agents, contractors, and vendors.
• Coordinate with management and other departments to ensure administrative tasks and requests are completed timely and accurately.
• Assist with special projects, property-wide initiatives, inspections, audits, and other management needs.
• Maintain confidentiality of resident, employee, financial, Board, and Association information.
• Perform other administrative and operational duties as assigned by management.

Requirements

• Previous administrative or office management experience preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Experience with ADP or similar payroll systems preferred.
• Ability to maintain accurate records and work with confidential information.
• Professional customer service and interpersonal skills.
• Ability to work independently and effectively with management and multiple departments.
• Bilingual English/Spanish preferred.

Physical Requirements

• Ability to lift up to 50 lbs.
• Standing, sitting, walking, and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

Directly or indirectly supervise associates within the assigned property.

Schedule

Monday to Friday, 8am - 5pm.

Pay

$54,000 annually.

Benefits

• Full comprehensive benefits, including multiple medical plans, dental, and vision.
• Time off benefits and paid holidays.
• 401k with company match.