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Office Manager

4 months ago

Jacksonville, United States HOATalent Full time

Our client sets itself apart in the property management industry by focusing on Association Management, ensuring that each client receives dedicated and specialized attention. Unlike competitors that may spread their expertise thin by offering a range of services like leasing and real estate sales, they leverage over 30 years of experience by its property management professional and CPA owners to provide unparalleled responsive, personal service. This approach guarantees direct access to the owners who oversee all operations, along with a property manager who maintains regular contact with the Association's President and is readily accessible through multiple channels, including in the event of emergencies, ensuring 24/7 support.

Moreover, they prioritize superior property maintenance as a cornerstone of enhancing property values, a testament to understanding the impact of well-maintained common areas on both the real estate community and prospective buyers. The company's commitment to maintaining a high standard of property appearance is matched by its responsible fiscal management, overseen by a CPA with extensive experience. Through established internal controls, timely financial reporting, and investment in the latest technology, they deliver cost-effective service that stands out for its quality, reliability, and focus on elevating the value and standards of the communities it manages.

Position Summary:We are seeking a highly organized and professional Office Manager to join our team. This pivotal role requires an individual who excels in multitasking, has strong phone capabilities, and possesses polished communication skills. The ideal candidate will be proficient in using computer software and managing daily administrative tasks efficiently. Experience in the property management industry is advantageous but not mandatory.

Key Responsibilities:

  • Office Administration: Manage day-to-day office operations, including scheduling meetings, organizing office common areas, and maintaining supplies inventory.
  • Communication Management: Handle incoming calls and correspondence, respond to customer inquiries with professionalism, and ensure effective communication both internally and externally.
  • Document Handling: Prepare, organize, and store various company documents, including contracts, proposals, and reports. Ensure all documents are accurate and up to date.
  • Schedule Coordination: Manage appointments and calendars for company executives. Coordinate logistics for meetings and events.
  • Financial Tasks: Assist with basic bookkeeping tasks, invoice processing, and budget tracking. Ensure financial documents are filed appropriately and manage petty cash.
  • Human Resources Support: Assist in the HR processes such as recruitment, onboarding of new hires, and maintaining employee records.
  • Technology Proficiency: Utilize computer programs to create presentations, reports, and spreadsheets. Manage databases and update company websites as needed.
  • Client Interaction: Serve as the first point of contact for visiting clients. Ensure that all interactions are handled with high professionalism and conduct.
  • Facility Management: Coordinate maintenance of office equipment and manage relationships with vendors and service providers.
Qualifications:
  • Proven experience as an Office Manager or Administrative Assistant.
  • Strong multitasking and time-management skills, with the ability to prioritize tasks.
  • Excellent phone etiquette and ability to handle multiple phone lines.
  • Highly polished and professional demeanor.
  • Strong computer skills and proficiency in Microsoft Office applications. Knowledge of other office management tools is a plus.
  • Excellent written and verbal communication skills.
  • Detail-oriented with strong organizational skills.
  • High school diploma required; further education or certification in Office Management is a plus.
Preferred Qualifications:
  • Experience in the property management industry is preferred but not required.