Office Manager

Job DescriptionJob Description

Office Assistant Job Description

Job Title: Office Assistant
Reports To: Property Manager / General Manager

Job Description:

The Office Assistant provides administrative and technical support to the management team, residents, vendors, and contractors. This position assists with daily office operations, communication, record keeping, scheduling, accounts payable and coordination to ensure efficient building and office management.

Job Functions:

• Provides professional services to residents, guests, vendors, and contractors
• Answers and directs phone calls, emails, and written correspondence in a timely manner
• Assists management with administrative duties, filing, scanning, and document organization
• Maintains records of resident interactions, work orders, calls, and emails in the management software platform
• Assists with preparation, assembly, and distribution of management and Board meeting packets
• Supports scheduling of meetings, vendor appointments, and building inspections
• Assists with preparing notices, letters, and community communications
• Coordinates office supplies and maintains organized office inventory
• Assists with contractor and vendor communication and follow-up
• Helps process invoices, resident payments, and basic financial documentation as directed
• Supports management with Rules & Regulations notifications and resident correspondence
• Maintains confidential records and sensitive information professionally

• Assists staff members to ensure proper office coverage and prompt resident services
• Supports onboarding and training of new office staff when necessary
• Performs additional administrative duties as assigned by management

Skills & Abilities:

• Reliable, professional, flexible, and honest
• Strong organizational and multitasking abilities
• Professional communication skills in phone, interpersonal, xhqgsiq written, and verbal communications
• High level of customer service skills
• Self-motivated, proactive, detail-oriented, and a team player
• Strong time management and prioritization skills
• Proficiency in Microsoft Office, email platforms, and office software
• Ability to maintain professionalism in a fast-paced environment
• Ability to learn quickly and adapt to changing priorities
• Bilingual in Spanish is a plus

Physical Requirements:

• Ability to sit, stand, and walk for extended periods
• Ability to lift and carry office supplies up to 25 pounds occasionally
• Ability to operate standard office equipment