Office Manager

As an Office Manager, you’ll be responsible for performing or assisting with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies. May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

Ensure all safety precautions are followed while performing the work. Follow all policies and Standard Operating Procedures as instructed by Management. Perform any range of special projects, tasks and other related duties as assigned.

• Manage the daily functions of the Office support, Maintenance and Mailroom teams to ensure the proper flow of the Operations department, while maintaining standards of excellence for processes methods and personnel.
• Work with upper management to develop goals and communicate established goals with department. Ensure the goals and needs of the department, company and its customers are met.
• Oversee the quality control of all activities performed by assigned team to maximize productivity, minimize duplicate work and to ensure a quality service delivered and in conformance with Standard Operating Procedures. Ensure deadlines are met in a timely manner, prioritize, delegate and approve work as necessary. Provide direction and assist in the investigation and resolution of internal and external problems and concerns.
• Analyze and organize office operations and procedures such as personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Research and develop resources that create timely and efficient workflow.
• Establish uniform correspondence procedures and style practices. Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Manage the functionality, cleanliness, and use of the office space, conference rooms and office equipment. Ensure that supply inventories are maintained.
• Manage hospitality needs for meetings and receptions, and ensure meeting rooms are arranged and supplied appropriately.
• Conduct research on various topics and prepare any range of presentations, departmental communications, periodic reports and analyses. Provide direction and support on special projects as needed.
• Maintain contact with Residents, Board members, outside vendors
• Manage annual building inspections. Determine facilities maintenance requirements and schedules for equipment monitoring and preventive maintenance. Provide direction in determining the extent or problems and the requirement for outside services. Identify contractor resources, determine the extent and cost of projects, and monitor work on projects in process to ensure compliance with quality standards.
• Provide administrative support to the all members of the Operations department and Management. Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Manage calendars, arrange meetings and plan and set up conferences and events and prepare materials as necessary.
• Assist all members of the operations team (IT, Purchasing, Operations, Accounting, Recreation, Maintenance, Public works) in accomplishing their goals and objectives
• Prepare reports, correspondence, presentations, Board Packages and other communication materials.
• Attend staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Attend Board Meetings and individual Village Meetings.
• Provide administrative support and computer skills for special projects.
• Recommend Standard Operating Procedures and maintain existing procedures. Review processes and ensure they are in compliance with current statute. Coordinate the communication and compliance of SOP’s within teams, managers and internal and external customers.

• Three (3) to Five (5) plus years of related work experience.
• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Excellent interpersonal, office management and communications skills.
• Must possess strong administrative background.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Directly or indirectly…