Office Manager

Coast to Coast Association Management; Daytona Beach (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

Coast to Coast Association Management in Daytona Beach, FL is seeking an experienced on-site administrator to support homeowners, board members, vendors, and guests.

The role covers administrative, community management and office duties, with a standard 35-hour week, strict confidentiality, and a focus on professional communication and efficient record-keeping.

Qualifications

• Knowledge of Google Drive and all areas of the drive.
• Experience managing time effectively and efficiently.
• Experience managing personnel (maintenance men).
• Bookkeeping experience required 2+ years.

Responsibilities

• Answer incoming telephone calls, emails, and customer inquiries in a courteous and professional manner.
• Provide excellent customer service to homeowners, Board Members, vendors, and guests.
• Prepare correspondence, letters, notices, meeting agendas, and other documents alongside board and management company.
• Enter and maintain accurate records in the Company's management software.
• Schedule meetings, appointments, inspections, and vendor services.
• Assist with special projects as assigned.
• Prepare weekly and monthly reports to the board.
• Serve as the primary point of contact on-site for owners and vendors.
• Respond to homeowner questions and concerns in a timely manner as directed by LCAM.
• Coordinate with vendors regarding maintenance, repairs, and community projects.
• Assist with obtaining vendor proposals and scheduling services.
• Conduct community inspections weekly – 2 buildings and clubhouse per week.
• Monitor covenant compliance and document violations when applicable.
• Prepare Board meeting packets and attend meetings as required.
• Prepare follow-up items after Board meetings.
• Assist Boards with carrying out approved decisions and community goals.
• Assist with processing invoices and obtaining approvals.
• Process owner payments to the association provide assistance with homeowner accounts and vendor payments.
• Arrive to work on time and maintain dependable attendance.
• Maintain a clean and organized workspace.
• Follow all Company safety procedures.
• Protect Company property and equipment.
• Maintain confidentiality regarding Company, Board, homeowner, employee, and vendor information.
• Report maintenance or technology issues affecting business operations.

Skills

Time management

Personnel management

Bookkeeping

Tools

Google Drive

Job description

As an employee of the Company, you are expected to perform your assigned duties professionally, efficiently, and in accordance with Company policies, Board directives, and all applicable laws. Duties include, but are not limited to, the following:

Administrative Responsibilities

Answer incoming telephone calls, emails, and customer inquiries in a courteous and professional manner.

Provide excellent customer service to homeowners, Board Members, vendors, and guests.

Prepare correspondence, letters, notices, meeting agendas, and other documents alongside board and management company.

Maintain organized electronic and physical filing systems.

Enter and maintain accurate records in the Company's management software.

Schedule meetings, appointments, inspections, and vendor services.

Assist with special projects as assigned.

Prepare weekly and monthly reports to the board.

Community Management Responsibilities

Serve as the primary point of contact on-site for owners and vendors.

Respond to homeowner questions and concerns in a timely manner as directed by LCAM.

Coordinate with vendors regarding maintenance, repairs, and community projects.

Assist with obtaining vendor proposals and scheduling services.

Conduct community inspections weekly – 2 buildings and clubhouse per week.

Monitor covenant compliance and document violations when applicable.

Prepare Board meeting packets and attend meetings as required.

Prepare follow-up items after Board meetings.

Assist Boards with carrying out approved decisions and community goals.

Assist with processing invoices and obtaining approvals.

Process owner payments to the association provide assistance with homeowner accounts and vendor payments.

Office Responsibilities

Arrive to work on time and maintain dependable attendance.

Maintain a clean and organized workspace.

Follow all Company safety procedures.

Protect Company property and equipment.

Maintain confidentiality regarding Company, Board, homeowner, employee, and vendor information.

Report maintenance or technology issues affecting business operations.

Professional Conduct

Employees are expected to:

Treat all homeowners, Board Members, vendors, coworkers, and guests with professionalism and respect.

Communicate clearly and courteously both verbally and in writing.

Follow Company policies and procedures.

Dress professionally and maintain an appropriate appearance.

Exercise sound judgment and professionalism in all interactions.

Avoid conflicts of interest and disclose any potential conflicts to management.

Employees are responsible for:

Proper use and care of Company computers, phones, software, keys, passwords, and other equipment.

Protecting confidential information and login credentials.

Using Company technology primarily for business purposes.

Immediately reporting lost, stolen, or damaged Company property.

Other Duties

This job description is intended to outline the general nature of the position. It is not an exhaustive list of responsibilities. Employees may be assigned additional duties, projects, or responsibilities by management or the Board of Directors as business needs require.

The standard work schedule is:

35 hours per week

Monday through Friday

8:30 a.m. – 4:00 p.m.

30-minute unpaid lunch break from 12:00pm – 12:30pm

Business needs may occasionally require adjustments to the Employee's work schedule.

Position Requirements

Knowledge of Google Drive and all areas of the drive.

Experience managing time effectively and efficiently.

Experience managing personnel (maintenance men)

Bookkeeping experience required 2+ years