Office Coordinator - Part Time

Sun Communities & Sun Outdoors; Ocala (FL); On-site; USD 22,041 - 24,796; Full time

Benefits offered by this job

401(k) Plan with employer matching

Employee Assistance Program

Identity Theft Insurance

Team Member Perks & Discounts program

Site Rent Discounts

Paid sick leave

Paid holidays, bereavement time and/jI

Job summary

Sun Communities & Sun Outdoors in Ocala, FL seeks an Office Coordinator to manage routine office tasks and support community events. You will greet guests, handle resident communications, process payments in Yardi, and prepare reports under the Community Manager's guidance.

The role emphasizes strong customer service, professional appearance, and reliable administrative skills. A valid driver's license and basic computer proficiency are required for daily responsibilities at the community site.

Qualifications

• High School Diploma or GED required.
• 2 years in administrative experience required.
• 6 months in NetSuite preferred.
• 6 months in property management office experience preferred.
• Excellent written and verbal communication skills.
• Strong customer service skills.
• Excellent problem solving skills.
• Intermediate computer proficiency.
• Professional appearance.
• Must have a valid driver's license.

Responsibilities

• Greets guests and residents and channels feedback to the Community Manager.
• Prepares and distributes resident communications (rules reminders, notices, leases).
• Collects and posts payments and rents in Yardi; issues receipts.
• Completes and reconciles community reports and maintains records.
• Performs general administrative tasks (phones, typing, copying, filing).
• Reviews and codes invoices for Community Manager approval.
• Schedules clubhouse rentals and processes rental fees.
• Maintains office supplies and processes supply orders.
• Makes collection calls for rent and submits bad debt files to collections.
• Processes move-ins and move-outs per Operations Manual.
• Assists with resident relations events and activities planning.
• Helps prepare marketing materials for homes and community events as directed.
• Refs sales prospects to Community Manager and enters prospect data into Yardi.
• Assists prospective residents by checking Sun Homes inventory and shows homes.
• Forwards customer service requests to the Community Manager.
• Completes move-in incentive requests for non-Sun Homes deals.
• Coordinates with underwriting to obtain approvals for resident applicants; tracks approvals/denials.
• Maintains petty cash and records expenditures.
• Prepares bank deposits and performs daily bank runs.
• Other duties as assigned.

Skills

Administrative experience

NetSuite

Property management office experience

Communication skills

Customer service

Problem solving

Computer proficiency

Professional appearance

Driver's license

Education

High School Diploma or GED

Job description

Overview

Office Coordinators handle the routine office work and administrative responsibilities of the community. They are also responsible for assisting with planning and coordinating community events and activities.

Job Duties

• Greets and establishes rapport with guests, current and prospective residents. Fields community comments, suggestions and complaints to the Community Manager. (Essential)
• Prepares and distributes resident and community communications such as rule reminders, violation notices, rent increase letters, delinquency notices, eviction paperwork, lease addendums and renewals. (Essential)
• Collects and posts resident security deposits, processing fees, rent, inspection, application or other miscellaneous fees in Yardi; records in the proper accounts and issues receipts. (Essential)
• Completes and reconciles community reports in accordance with monthly calendar, including accounting reports, community traffic reports, and community activity reports. Maintains records and files in accordance with the Operations Manual. (Essential)
• Performs general administrative functions such as answering phones, typing, copying, faxing, and filing. (Essential)
• Reviews and codes invoices and statements for Community Manager approval.
• Schedules clubhouse rentals and processes rental fees.
• Ensures office supplies are sufficiently stocked and prepares supply orders as needed.
• Makes collection calls for site rental payments as directed by the Community Manager. Submits bad debt files to collections.
• Processes resident move‑ins and move‑outs in accordance with the Operations Manual.
• Assists with planning and coordinating resident relations events and activities within the community.
• Assists with the preparation of marketing materials, including brochures and flyers that pertain to homes for sale (new, pre‑owned and brokered homes), community events, and other community‑related information as directed by the Community Manager.
• Refers all sales prospects to the Community Manager and enters prospect information into Yardi in a timely manner.
• Assists prospective residents by checking the status of Sun Homes inventory. Reviews new and pre‑owned home listings, shows homes to prospective residents, and assists with rental applications at the discretion of the Community Manager.
• Forwards Sun Homes customer service requests to the Community Manager in a timely fashion.
• Completes new move‑in incentive requests for non‑Sun Homes deals.
• Coordinates with the Underwriting team at the Main Office to obtain approvals on prospective resident applicants; tracks all approvals and denials.
• Maintains the petty cash fund, ensuring to record expenditures in the proper accounts.
• Prepares bank deposit slips and deposit funds as required; makes daily bank runs as needed.
• Other duties as assigned.

Requirements

• High School Diploma or GED (Required)
• 2 years in administrative experience (Required)
• 6 months in previous experience using NetSuite (Preferred)
• 6 months in property management office experience (Preferred)
• Excellent written and verbal communication skills
• Strong customer service skills
• Excellent problem solving skills
• Intermediate computer proficiency
• Professional appearance
• Must have a valid driver's license

Rewarding Benefits

At Sun Communities, you will be part of an industry‑leading organization where you will be challenged, inspired, rewarded and transformed. We place a high priority on our team members, and this is a big part of what sets us apart. We will ask you to give us your very best every day, and will challenge you with interesting work, stretch assignments, a collaborative and supportive work environment and plenty of learning and growth. In exchange, we will reward you with great pay, cool perks, and flexibility.

• 401(k) Plan with employer matching contribution
• Employee Assistance Program
• Identity Theft Insurance
• Team Member Perks & Discounts program with hundreds of discounts on things like travel, merchandise, mobile phone service, and more
• Site Rent Discounts for team members who live in our communities
• Paid sick leave
• Various paid holidays, bereavement time and pay for jury duty

$16.50-$17.50 per hour