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Office Manager

3 months ago

Wellington, United States Property Management Company Full time $60,000 - $62,000
Job DescriptionJob Description

This position is in an upscale Community Association in Wellington.  The community is looking for an Office Manager. The Office Manager is responsible for overseeing the daily operations of the community office, managing administrative tasks, and ensuring a high level of service for residents. They act as the primary point of contact for residents and staff, handling various aspects of office management to support a well-organized and pleasant living environment.

This role requires a detail-oriented, organized individual capable of balancing multiple responsibilities while providing exceptional service to residents and supporting community operations.

Reception: Greet residents and visitors, addressing their inquiries and directing them to the appropriate resources. Answer phone calls, emails, and other communications, providing information and assistance as needed.

Customer Service: Register new residents which includes setting appointments for and issuing and bar codes on their motor vehicles and processing HOA clubhouse and amenities photo ID / access cards. Collect payments for motor vehicle bar codes and access cards, etc. using Square and maintain payment logs. Assist residents in using and utilizing the Gate App.

Administrative Support: Manage and maintain resident records, including leases, contact information, bar codes, access cards and maintenance requests. Prepare and process paperwork, such as rental agreements, renewals, and move-in/move-out documentation.

Maintenance Coordination: Receive and log maintenance requests from residents. Schedule and track maintenance and repair work, ensuring that issues are resolved in a timely manner.

Financial Administration: Log rent payments, track late fees, record resident payments, and handle basic accounting tasks related to resident accounts and the community budget. Assist with budgeting and financial reporting as required.

Communication: Distribute notices, newsletters, and other important information to residents. Facilitate communication between residents and management, addressing any concerns or feedback. Update mail room bulletin boards. Set up Zoom meetings.

Office Management: Maintain office supplies, ensuring that the workspace is organized and stocked with necessary materials. Handle incoming and outgoing mail and packages. Check mail and work orders boxes.

Compliance and Regulations: Ensure that all activities and practices comply with community regulations, policies, and local laws. Assist with the implementation of safety and security protocols.

Data Entry and Reporting:  Input data into management software or databases, keeping records up-to-date and accurate. Generate reports on various aspects of community management as needed.

Room Rentals: Field incoming inquiries and set up appointments for room rentals. Give tours of the party accommodations, explain cost and answer questions. Check date availability and review signed rental application. Receive a deposit check to secure the event and list on calendar. Secure guard with K9 if necessary. Collect payment prior to event. Ensure there is no damage. Contact resident and return deposit.

General Assistance: Provide support to the Community Association Manager or other senior staff as needed. Manage any additional tasks or special projects as assigned.

Education: Associate or Bachelor’s degree in Office Management; Business Administration or equivalent experience required.

Experience: Proven experience in office management or a related administrative role. Strong organizational and multitasking skills. Excellent communication and customer service abilities. Proficiency in office software and management systems. Knowledge of residential community operations and regulations is a plus.

Software: Proficient in the use of Microsoft Office Suite, specifically Excel, Word, and PowerPoint, required. Familiarity with property management software and accounting systems a plus

Other Knowledge, Skills & Abilities: Excellent verbal and written communication skills for interacting with staff, residents, and external vendors. Ability to convey information clearly and address issues diplomatically. Strong organizational and project management skills. Capability to handle unexpected challenges calmly and resourcefully. Proficiency in managing budgets, tracking expenses, and handling basic accounting tasks. Ability to identify issues, analyze situations, and implement effective solutions. Ability to manage complaints and conflicts with professionalism. Ability to work collaboratively with diverse groups of people. Ability to manage time efficiently and meet deadlines. Willingness to adjust to changing priorities and new challenges. Fluency in Spanish a plus.

Company DescriptionProfessional Commercial & Residential Real Estate Management Company that has been servicing our clients with integrity and teamwork for over 30 years.Company DescriptionProfessional Commercial & Residential Real Estate Management Company that has been servicing our clients with integrity and teamwork for over 30 years.