Office Manager of Facilities and Mailroom

Job Description Office Manager of Facilities and Mailroom

Office Manager of Facilities and Mailroom

Full time

40

Virginia

Virgina Beach

23452

$60,400.00 - $

Vivmark Residential exists to set the mark for what home can be. Formed through the merger of Avalon Bay Communities and Equity Residential, Vivmark brings together two industry leaders with a shared commitment to excellence, innovation, and delivering exceptional living experiences. Our vision is to be the most trusted and best-performing rental housing company in America - one that continues to get better as it grows.

And we re looking for people who want to help us do it.

As an owner, developer, and manager of more than 180,000 apartment homes in major markets across the US, we have the scale to offer something most companies can t. At Vivmark, team members move up and across functions, markets, and disciplines, building lasting careers. We invest in team members growth, development, and capabilities that make them and us better, and we hold ourselves to the highest standard as an employer.

The best people want to work here. We hope you re one of them.

We are seeking an experienced and highly organized Office Manager to oversee the day-to-day operations of our Customer Care Centers located in Virginia Beach, VA and San Antonio, TX. This role is responsible for ensuring efficient office operations, facilities management, vendor oversight, mail services administration, and a positive workplace experience for associates.

The ideal candidate will be a proactive leader with strong organizational skills, experience managing office or property operations, and the ability to effectively coordinate multiple functions while maintaining exceptional service standards. This position plays a critical role in supporting business operations and ensuring a safe, productive, and well-maintained work environment.

• Manage the day-to-day operations of the Customer Care Centers, including housekeeping, reception, maintenance, and building security.
• Serve as the primary point of contact for landlord and facility-related matters.
• Oversee relationships with vendors and service providers, including office equipment maintenance and service contracts.
• Ensure the efficient operation of office processes and administrative functions.
• Coordinate workplace services and orient new associates to office facilities and services.
• Manage mailroom operations, including incoming mail, outbound mail production, shipping services, and returned mail processing.
• Ensure compliance with applicable postal regulations and internal mail policies.
• Monitor and maintain inventory levels of office and shipping supplies.
• Track postage usage and mail-related expenditures, generating reports on mail volume, shipping costs, and key performance metrics.
• Identify and implement process improvements and automation opportunities to enhance operational efficiency.
• Lead and support office staff while fostering a positive and productive work environment.
• Perform additional duties and special projects as assigned.

• High school diploma or equivalent (GED) required.

• Minimum of three years of experience in residential or commercial property management, office operations, facilities management, or related experience required.
• Previous experience leading or supervising employees required.
• Experience managing vendor relationships, service contracts, and building operations preferred.
• Experience in a multi-site environment is a plus.

• Strong leadership, organizational, and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong problem-solving and decision-making abilities.
• Ability to analyze operational data and generate meaningful reports.
• Customer-focused mindset with a commitment to delivering exceptional internal service.
• Ability to build and maintain effective relationships with associates, vendors, and external partners.
• Demonstrated attention to detail and commitment to operational excellence.
• Ability to identify opportunities for process improvements and drive implementation.

• Normal office environment.
• May require occasional lifting of office supplies, packages, or mail materials.

We know that our teams are the beating heart of our success and we re committed to showing our appreciation.

• A competitive benefits package that supports your health, financial well-being, and work-life balance, including medical, dental, and vision coverage, a 401(k) with company match, paid vacation and company holidays, and exclusive team member housing discounts.

Avalon Bay is proud to be an equal opportunity employer and is committed to an…