Office Manager

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Manages the office to ensure effective telephone and mail communications both internally and externally to maintain professional image.

Supervises and coordinates overall administrative activities including but not limited to sending out email blasts to residents, preparing and sending violation letters, and processing new owners and tenants.

Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.

Negotiates office related contracts and the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.

Supervises the maintenance of office equipment, including computers, copier, fax machine, etc.

Supervises facilities day-to-day operations (such as distributing building access keys).

Handles the company’s weekly communication to distribute to all employees (KWIX, Safety Meetings and Hurricane Meetings).

Handles accounts payables: Processes all invoices.

Handles accounts receivables: Processed all payments as needed.

Handles collections policy: Reviews and updates collections report on a monthly basis and processes updates past due edit list on a monthly basis.

Participates as needed in special department projects.

Competencies;

Initiative.

Leadership.

Time Management.

Decision Making.

Communication Proficiency.

Organization Skills

Supervisory Responsibility

This position manages two employees of the department and is responsible for the performance management and hiring of the employees within that department.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

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

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Tuesday through Friday, 10:30 a.m. to 7:00 p.m., and Saturday 9:00 a.m. to 5:00 p.m.

Travel

Some travel may be required.

Required Education and Experience:

At least 3 years office administration experience required;

Working knowledge of mail processes such as postage machine, FedEx and UPS.

Experience in a fast-paced environment.

Must be fully bi-lingual; English and Spanish. Must be able to read and write in Spanish and English

Associate's Degree preferred

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required

Experience

• 3 year(s): Work experience as an Office Manager.

Education

• Bachelors or better

Licenses & Certifications

• Driver's License

Skills

• MS Office

• Problem Solving
• Oral and written Communication

Behaviors

• Team Player: Works well as a member of a group
• Leader: Inspires teammates to follow them
• Dedicated: Devoted to a task or purpose with loyalty or integrity

• Enthusiastic: Shows intense and eager enjoyment and interest

Motivations

• Job Security: Inspired to perform well by the knowledge that your job is safe
• Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals

• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization