Office Manager -Community Service Coordinator

ABOUT THE ROLE

The Operations Manager is the operational engine of the center. This role exists to ensure the center runs smoothly, professionally, and profitably on a day-to-day basis while supporting the General Manager in sales execution, client retention, and strategic priorities. 

If you are considering sending an application, make sure to hit the apply button below after reading through the entire description.

The OM is expected to think beyond task execution and operate with judgment, accountability, and initiative. This role bridges operations, hospitality, technology, and sales support. A successful OM reduces friction, anticipates needs, solves problems before they escalate, and actively uses modern tools including AI to work smarter and faster. 

REPORTING STRUCTURE

The OM reports directly to the General Manager, and works in close partnership with the GM. The OM also serves as the GM's primary operational support person. 

CORE RESPONSIBILITIES

1. Client Experience and Hospitality Leadership

• Sets the tone for hospitality and service excellence at the center. 
• Serves as a primary point of contact for clients and guests, addressing inquiries and resolving concerns in a timely and professional manner.
• Provides ongoing client support including administrative assistance and service requests 
• Ensures clients, visitors, and prospects feel welcomed, supported, and taken care of. 
• Sorts and distributes incoming mail and packages daily, including preparing outgoing mail and coordinating mail forwarding as requested. 
• Oversees conference room readiness, mail accuracy, package handling, and common area standards. 
• Hosts and supports client events and community initiatives. 

1. Daily Operations Ownership

• Owns the daily operational flow of the center. 
• Ensures front desk coverage, opening and closing procedures, and service continuity. 
• Acts as a primary escalation point for client issues when the GM is unavailable. 
• Maintains confidentiality and professionalism at all times. 

1. Sales and Revenue Support

• Actively supports the GM with sales tours when requested. 
• Prepares, customizes, and organizes proposals, pricing summaries, and supporting materials. 
• Assists with updating CRM records, follow-ups, and tracks proposal status as directed. 
• Ensures offices and services are fully prepared for new move-ins. 
• Supports retention efforts including renewals, upgrades, and service changes. 

1. Technology, AI, and Process Optimization

• Manages phone systems, voicemail programming, call routing, and directories. 
• Troubleshoots and coordinates resolution of technology issues including internet, phones, printers, and scanners. 
• Supports client onboarding related to basic technology and systems. 
• Uses AI tools as part of daily workflow to improve efficiency, accuracy, and responsiveness. 

1. Financial and Administrative Support

• Assists with daily deposits, billing support, and account accuracy. 
• Maintains accurate internal records, logs, and shared documents. 
• Manages inventory and supports cost control. 

1. Facilities and Security Oversight

• Ensures the center meets Quest standards for cleanliness, appearance, and readiness (COARA) 
• Coordinates furniture moves, office setups, and light maintenance. 
• Supports center security procedures and access control. xhyhwjd

Salary – $58,000 - $62,000

Job Type: Full-time / on-site in FiDi (10005)

Benefits:

401(k)

401(k) matching

Dental insurance

Flexible schedule

Health insurance

Life insurance

Paid time off

Referral program

Vision insurance

Experience:

Office management: 3 years (Preferred)

5 years of experience in an office setting

Associates Degree or equivalent experience

NOTE: Phone calls or in-person visits ARE NOT PERMITTED and will result in not being considered for the position.