Office Administrator (part-time), Berkeley Town Homes

Job Description

Job Description

Become the Best Part of PMP Management!

PMP is seeking a motivated, detailed, communicative, and personable professional to join our team as Office Administrator , Berkeley Town Homes , Berkley, CA.

Who We Are

Property Management Professionals LLC. (PMP) is an industry-leading association management firm providing innovative products and extraordinary services to common interest developments throughout California, Utah, and Texas. We are proud to offer a personalized, boutique level of service to our association clients, backed by the scale and resources of Odevo, one of the world’s largest resident services companies. We are proud to be privately owned, locally independent, and passionately committed to elevating the lifestyle experience for the communities we serve. 

We are one of the fastest (organically) growing association management firms in each of our respective markets. Our company’s growth coupled with the depth and breadth of our network creates a uniquely rare opportunity for professional growth. Additionally, our people-centric culture allows us to attract and retain the industry’s top talent and has served as one of our primary competitive advantages over the past two decades. 

To learn more about PMP, our unique approach to community management, and our people-centric culture, you’re invited to visit us online at visit our social media platforms: 

Instagram/pmpmanage facebook/pmpmanage linkedin/company/pmpmanagement

Who We’re Looking For

PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Summary: The Office Administrator is responsible for providing on-site operations and administrative support to various other branches within PMP to ensure effective communication and coordination across the association.

Responsibilities & Duties:

• Assist in the preparation of notices, board packets, scheduling of board meetings, and maintenance of corporate records of meetings 
• Assist in the preparation and distribution of legally required annual disclosure documents as necessary (Annual Budget, Annual Policy Statement)
• Assist the board and committees with projects, including document requests, as requested
• Receive inquiries and reports from members related to BTH rules and policies and respond appropriately, including bringing items to the board’s attention for further action as necessary (e.g. legal investigation or disciplinary action)
• Review incoming correspondence, including invoices, and process and forward as appropriate
• Maintain accurate and complete membership records (membership files)
• Maintain accurate and complete building operations records (contracts etc.)
• Maintain corporate records, including updating of policies, lists and notices
• Ensure duties are carried out in compliance with relevant regulatory frameworks for co-ops and HOAs.
• Update the Office Manager Handbook to ensure it is up to date
• Review financial statements for outstanding issues and budget overruns, and help clarify the nature of expenses as necessary
• Purchase office supplies and items related to the building as necessary
• Schedule services and obtain quotes for services/contracts as necessary
• Report at board meetings and attend board meetings as requested

Skills & Proficiencies:

• Knowledge of Microsoft Office Suite or related software.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficiency in managing software systems and troubleshooting technical issues.
• Strong organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Experience in facilities management and vendor coordination.
• Flexibility to adapt to changing priorities and handle multiple tasks effectively.
• A proactive and positive approach to problem-solving.

Education & Experience:

• High school diploma or equivalent preferred.
• First-aid/CPR/AED certification may be required or preferred.

Working Conditions

The Office Manager will work under various conditions, including regular onsite office hours with occasional weekends (when requested) and interaction with board members and diverse users.

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The Association will provide reasonable accommodation as needed to enable individuals with disabilities to perform the essential functions. 

While performing the duties of the job, the employee is frequently required to sit, use hands and fingers, handle, or feel and talk or hear. The employee is occasionally required to stand, walk, and reach. Specific vision abilities required by this job include close vision and the ability to adjust focus.