Office Manager

Office Manager

The Office Manager is responsible for overseeing the daily administrative operations of the management office and providing administrative support to management, the Board of Directors, residents, employees, vendors, and contractors. This position requires strong organization, attention to detail, confidentiality, professionalism, and the ability to manage multiple responsibilities simultaneously.

Essential Duties and 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.

Qualifications and Skills

• 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.

Core Responsibilities

Administration | Payroll | Accounts Receivable | Board Support | Sales & Leases | Construction Administration | Records Management | Resident Services | Vendor Coordination | Data & Systems Management

The Office Manager is expected to maintain a high level of professionalism, organization, accuracy, responsiveness, and confidentiality. The position plays an important role in ensuring that the management office operates efficiently and that administrative processes are properly documented, maintained, and completed in a timely manner.

The Office Manager is also expected to proactively identify administrative needs, follow up on outstanding matters, maintain accurate information and records, and provide reliable support to management, the Board of Directors, residents, employees, vendors, and contractors.

Note: This job description is intended to describe the general nature and level of work performed by the position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Additional responsibilities may be assigned based on the operational needs of the Association.

Physical Requirements:

• Physical demands include 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, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

Directly or indirectly supervise associates within the assigned property.

Additional Information

• Schedule: Monday to Friday 8am - 5pm

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation:$54,000 annually

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.