Office Manager, Terra West Management Services
3 weeks ago
Company Culture & Core Values:
Terra West Management Services' primary goal is to
provide excellent service to both internal and
external clients by living through our Core Values.
Our culture and business thrive when each team
member works positively, cooperatively and
respectfully with every person we come in contact
with. In addition to performing the essential
functions of the position, our ideal candidate would
contribute to the cultural health and overall success
of the company by identifying with and promoting
our Core Values.
Essential Functions:
• Receive and respond to all homeowner calls within 24 hours
• Overseeing the daily operations of the Recreation Center and HOA Office
• Overseeing the hiring, scheduling shifts, and training of Recreation Center and HOA employees and organizing their employment paperwork
• Counseling any employees struggling in their roles
• Oversee the work of all office employees to ensure they work productively and meet deadlines
and company standards
• Monitoring and ordering office supplies and equipment
• Monitoring office equipment and calling for maintenance when required (copy, postage, and office equipment)
• Reporting office progress to General Manager and working with management to improve office operations and procedures
• Hosting Team Meetings
• Responsible for Booking Room Rentals
• Working with the Culture & Events Committee and ordering supplies
• Assist in set-up and break-down of special events and meetings
• Maintain and input Association Lease and Gate Access Files
• Send monthly letters for expiring leases
• Maintain spreadsheets and logs for Recreation Center Monthly Attendance
• Attend meetings as requested by General Manager
• Other duties as assigned and required
Core Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:
• Maintain confidentiality and exercise good judgment
• Ability to deal tactfully and professionally with people in a variety of circumstances
• Maintain a professional appearance and attitude, including grooming and personal hygiene, at all times. Staff interaction with residents, guests and visitors will be in a professional and courteous manner at all times
• Strong written and verbal communication skills to produce reports, assign tasks, and accept instructions
• Leadership ability to manage challenges and oversee employees
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Ability to understand, interpret the Association's governing documents, policies, and procedures
• Must have the ability to establish and maintain a productive working relationship with residents, co-workers, supervisors, and business partners
Requirements
Minimum Qualifications:
• Graduation from high school or equivalent
• Two years of experience in the field of customer service, recreation, fitness, or related field
• Supervisory skills with managing team members
• Computer proficiency in Word, Excel, Outlook, and PowerPoint
• Working knowledge of business machines, office equipment, and record-keeping
• Strong organizational and prioritizing skills
• Attention to detail and accuracy
Preferred Qualifications:
• Working knowledge of Docuware and C3 Software
• Working knowledge of QuickPass gate access software
• Working knowledge of uManage compliance software
• ActiveNet Software experience a plus
• Experience working in a large-scale membership facility
Special Requirements:
• Will be required to work evenings, weekends for community events
• May be required to work outside under adverse weather conditions
• Ability to lift 50 lbs.
ADA Requirements:
• Ability to sit or stand for extended periods
• See and read small print, both on paper and a computer screen, quickly and accurately
• Ability to hear a human voice over the telephone and from 6 feet away
• Ability to move quickly and assist others in an emergency
• Ability to obtain AED/CPR/First Aid Certification
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