Office Manager (SP)

:

AOAO Office Manager Full time

Salaried Position

PRIMARY PURPOSE: The AOAO Office Manager position oversees the AOAO Management Office and supports AOAO Island Colony owners, residents, tenants, guests, and AOAO Management Staff and Employees by performing a variety of essential duties, listed below, and other duties as assigned.

ESSENTIAL DUTIES/FUNCTIONS:

¨ Greet and interact with owners, residents, tenants, guests, contractors, and vendors coming to Property & AOAO Office

¨ Computer data entry, emails and document creation

¨ Answer telephone, transfer calls, take messages and follow up as necessary

¨ Assist with maintaining/documenting staff attendance records based on time/punch clock for all departments

¨ Assist Assistant General Manager with preparing, calculate and transmit payroll data to GM for review and final approval & processing.

¨ Maintain and update personnel records as needed.

¨ Organize regular personnel and owner-related events

¨ Maintain admin, owner, tenant, vendor, contractor, all property, and office files.

¨ Assist with Remodel/Renovation applications: collect and process documents, work with Contactors, Owners and Agents, and create notices as needed.

¨ Order, purchase and maintain inventory on office supplies, employee uniforms, and assist with various department supplies

¨ Use and maintain purchase order system, track and send invoices

¨ Assist Assistant General Manager with supervision and direction of AOAO vendors as needed.

¨ General clerical duties including photocopying, fax, filing correspondence, billing, and mailing

¨ Assist Assistant General Manager & Operations Manager with scheduling emergency shut offs and prepare notices to be distributed to owners/residents.

¨ Issue out owner's key fobs, parking passes for any new, lost, or replacement passes and update entries in data base and unit files

¨ Assist Assistant General Manager with preparing invoices and letters to owners, residents, tenants, and or vendors/contractors as needed

¨ Assist with preparing and drafting of property newsletter to be distributed to all concerned.

¨ Contact and respond to owner/agents/residents' concerns or complaints regarding building projects, renovations, etc.

¨ Assist with preparation of AOAO Board Meeting(s) packets and documents in conjunction with property management company and General Manager

¨ Assist with scheduling of building/property projects and prepare assorted notices to be emailed/distributed to owners, residents, tenants, guests, & staff

¨ Distribute and collect money for various AOAO rentals/services and log/prepare for deposit

¨ Issue/distribute owner's property fobs/keys for any new, lost, or expired and update unit/owner files, system, and document.

¨ Prepare invoices and letters to Owners, Residents, Residential Tenants, Commercial Tenants, & Guests for income AP/AR related transactions

¨ Keep record/document of monthly miscellaneous AOAO income (Conference room rentals, vending, pass/fob replacements, lockbox rentals, key duplications, surfboard lockers, commercial lease rent, fitness center, commissions, parking rental, etc. fees/revenue)

¨ And any other duties as assigned by General Manager or Assistant General Manager for AOAO/property

WORKING CONDITIONS: Environment: enclosed air-conditioned office, meeting room, or within the property including having working access to multiple desks, computers, and other office equipment and property systems.

Equipment use:

• Multi-Line Telephone System
• Office computers, mouse & keyboards
• Property Management Systems
• Property Access Control System/CCTV
• Security Radios/Communication System
• Photocopier/printers/scan
• Calculator
• Fax machine

MENTAL DEMANDS: General: alertness, concentration and attention to detail.

Reading: read at twelfth grade level or above

Mathematical ability: calculating payroll data, tax/deposit data, counting cash, making change

Writing ability: create forms, write business letters, fill out/complete forms and documents, reports

PHYSICAL DEMANDS:

• continuous: corrected vision, depth perception, wide field of vision, color vision
• frequent to continual fine motor control and coordination
• frequent to continual sitting
• frequent computer keyboard use: typing
• frequent telephone use
• frequent filing
• frequent to occasional movement from sitting to standing and back
• frequent to occasional walking short distances
• frequent to occasional writing, form completion
• occasional concurrent telephone and keyboard use
• occasional bending, stooping
• occasional lifting to 20 lbs.
• occasional overhead and lateral reaching

COMMUNICATION DEMANDS: Ability to communicate clearly in written and oral in English and Japanese. Ability to give and follow detailed directions, oral and written, in English and Japanese. Ability to listen and effectively communicate on a regular basis in a fast-paced busy office environment. Multi-language skills are a plus especially Japanese due to clientele and owner demographics.

QUALIFICATION REQUIREMENTS

Education: Minimum high school diploma, undergraduate degree desirable.

Experience: Minimum of three (3) or more years work in administrative, hospitality/condominium or office/business setting

Computer-related: Familiarity and working knowledge with Microsoft Windows-based PC's. Ability to use MS Office (MS Outlook, Word, Excel, and Publisher) applications to create and modify documents, perform data entry, maintain and create/update spreadsheets, reports, financials, property management systems, access control system, data base systems, internet, and email. Basic Apple/Mac understanding is also preferred.

Personality/attitudes: Must be patient and be able to handle self in a professional manner. Must be friendly, congenial and tolerant, able to work harmoniously and effectively with wide range of people. Must be flexible and adaptable, multi-task oriented, and ability to handle a fast paced and busy office environment.

Full-Time salaried staff position with excellent compensation package including paid medical insurance package, paid vacation and sick leave, complimentary parking, and paid holidays off. Work schedule is Monday-Friday, 8:00 a.m. - 5:00 p.m. (weekends and holidays off)

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person