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Office Manager

2 weeks ago

Dallas, TX, United States FirstService Residential Full time

Description

Job Overview:   The Office Manager is responsible for providing a variety of administrative office support including, but not limited to, the list below. Your Responsibilities:
  • Always provide five-star customer service by responding to incoming visitors, telephone calls, email, and other correspondence in a timely and courteous manner. Act as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems.
  • Resolves and/or follows up/escalates on all complaints/issues from callers or visitors.
  • Resident inquiry backup for all support functions (handles calls, resolves open call logs, updates resident information, etc).
  • Receives logs and routes packages, as necessary.
  • Manages and maintains all extension, community, and other office listings/internal update forms utilized in the office.
  • Routes all incoming faxes (e-fax) and customer contact questions/inquiries
  • Takes payments from homeowners, provides receipts and submits payment to the Accounts Receivable department.
  • Research returned mail, documents address updates and resends mail if necessary.
  • Scans documents as time permits or as the need arises (typically on behalf of other departments)
  • Processes Certified Mailings: Processing, filing electronic signatures, and maintaining certified log.
  • Ensure the integrity and accuracy of Governing Document by updating and searching for documents, as necessary.
  • Update Welcome Link – governing documents, welcome information and financial reports as requested.  
  • Provide support leadership for confidential reporting, meeting preparation and client requests.
  • Oversee the usage and inventory of office/breakroom supplies, printer cartridges and postage funds.
  • Administer and maintain network printers/copiers, phone system and postage equipment.
  • Manage employee building access and badges assigned.
  • Log, approve and submit invoices for payments.
  • Run and submit monthly billing reports as requested.
  • Organize the office layout and order any supplies.
Skills & Qualifications: Education/Training: High school diploma or equivalency. College-level courses in business or hospitality preferred. Two – Four years of office management/administrative support experience required. Two years supervisory experience preferred. Knowledge of HOA or Leasing management or Real Estate, a plus.  Experience/Knowledge/Abilities: Excellent PC Skills: Proficiency in MS Office preferred. Must have strong organizational and prioritization skills; Action and detail oriented; Must be able to multi-task in a fast-paced, dynamic environment. Must possess strong interpersonal, verbal, and written communication skills. Must be flexible, self-motivated and proactive. Experience in a business center environment, either as employee or team leader, preferred.
  What We Offer:   As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple plans, including dental, and vision. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.     Compensation: $24 - $29 / hour     Disclaimer: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time. #I-HR1 #LI-DNI