Office Manager

We manage communities and living spaces that residents are proud to call home. We serve and respect all while preserving and enhancing the homes and communities we are entrusted to care for with an eye to the future.

Our mission is to empower our employees to serve, to build a place that people love to work, to leverage technology, to grow responsibly, and to maximize owner return and satisfaction. Our values have proven that this is only possible through Trust, Respect, Development, Adaptability, and Sustainability.

POSITION SUMMARY

The Office Manager oversees corporate Office Services operations, ensuring efficient, organized, and compliant business practices that support the company's leadership and strategic goals. This position manages the corporate office facility, supervises administrative staff, and leads or coordinates company-wide special projects and events.

Key responsibilities include vendor management, budgeting, purchasing, contract administration, and coordination of administrative support functions. This role requires exceptional organization, communication, and project management skills, along with the ability to collaborate cross-departmentally and represent the company with professionalism and discretion.

ESSENTIAL FUNCTIONS

Office Management and Administration

• Oversee daily corporate office operations, ensuring a professional, efficient, and safe work environment.

• Supervise office clerical staff including hiring, training, scheduling, performance reviews, and disciplinary actions.

• Manage vendor relations, service contracts, and purchasing supplies, furniture, and equipment company-wide.

• Oversee janitorial, maintenance, hospitality, and general office service functions.

• Maintain the corporate rental unit, including tenant communications, rent deposits, CAM billing, and liaison responsibilities.

• Oversee corporate and property-level budgets related to administrative operations.

Project Support

• Prepare, edit, and proofread contracts, agreements, correspondence, and reports.

• Participate in meetings, take notes, and track action items for follow-up.

• Lead or assist with special business projects, such as new technology implementation, office relocations, event coordination, or property acquisition activities.

• Coordinate and manage company events.

• Support billing and invoicing for services provided (consulting, audit support, tax preparation, etc.).

• Monitor and manage vehicle insurance claims and related documentation.

Onboarding and Communications

• Support new employee onboarding logistics, including workstation setup and coordination with HR and IT.

• Manage travel arrangements, employee uniforms, AMEX card reconciliation, and expense tracking.

• Facilitate internal communications related to administrative and office updates.

• Ensure consistency in office communication standards and procedures.

REQUIRED EDUCATION, SKILLS, AND EXPERIENCE

• Bachelor's degree and a minimum of 3 years of experience in a similar role with supervisory duties; or a High School diploma and a minimum of 7 years of related experience.

• Ability to plan, organize, direct, streamline, and review the work of clerical staff.

• Extensive knowledge of office management principles, procedures, and workflow optimization.

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.

• Proven ability to lead projects and manage timelines effectively.

• Strong attention to detail with exceptional organizational and time management skills.

• Excellent written and verbal communication skills for effective interaction with staff, clients, and vendors.

• Demonstrated problem-solving skills and ability to resolve issues quickly and appropriately.

• Proven ability to build and maintain positive, collaborative relationships across departments.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

• 5-7 hours of sitting, reading, and typing daily

• 1-3 hours of walking daily

• Operates computer requiring the use of hands/fingers

• Occasional bending, reaching, kneeling and/or crouching

• Regular lifting of up to 30 pounds

• Occasional climbing of stairs

• Specific vision requirements include close vision, distance vision and color vision and peripheral vision, depth perception and an ability to adjust focus.

• Specific audio/verbal abilities include communication with job candidates and employees, both in person and via telephone.

• Position may require use of personal vehicle.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing this job, the employee is exposed to weather conditions prevalent at the time. This may include warm, hot, or cold temperatures. The noise level in the work environment is moderate.