Office Manager

FirstService Residential; Miami (FL); On-site; USD 49,000 - 59,000; Full time

Job summary

FirstService Residential is seeking an Office Manager to lead the daily administrative operations of the management office in a Miami area property. The role supports management, the Board of Directors, residents, employees, vendors, and contractors with professional and confidential handling of information.

Responsibilities include payroll processing via ADP, accounts receivable assistance, preparation of sale/lease and construction packages, and coordination of board materials.

Responsibilities

• Oversee day-to-day administrative operations of the management office.
• Maintain office supplies, equipment, copier/printer services, files and records.
• Keep resident, owner, vendor, employee and Association information up to date.
• Process and assist payroll administration through ADP, review timecards and PTO.
• Support Accounts Receivable activities including fees, special assessments and collections.
• Prepare unit sale and lease packages for management and Board review.
• Maintain construction/renovation documentation with contractor info and permits.
• Track status of sales, leases, renovations, construction and admin matters.
• Draft professional emails, letters, notices, memorandums and reports.
• Support Board meetings with materials, reports and approval packages.
• Organize electronic and physical filing systems and retention schedules.
• Assist vendors and contractors with documentation and contact details.
• Provide professional admin assistance to residents, owners, agents and vendors.
• Coordinate with management and other departments to complete tasks timely.
• Assist with special projects and audits as needed.
• Maintain confidentiality of sensitive information.
• Fulfill other admin and operational duties as assigned by management.

Job description

Position Summary

The Office Manager is responsible for overseeing the daily administrative operations of the management office and providing administrative support to management, the Board of Directors, residents, employees, vendors, and contractors. This position requires strong organization, attention to detail, confidentiality, professionalism, and the ability to manage multiple responsibilities simultaneously.

• Manage the day-to-day administrative operations of the management office.


• Maintain office supplies, equipment, copier/printer services, files, records, and administrative systems.


• Maintain accurate and up-to-date resident, owner, vendor, employee, and Association information.


• Process and assist with payroll administration through ADP, including reviewing timecards, employee hours, PTO, and payroll-related discrepancies.


• Assist with Accounts Receivable, including maintenance fees, special assessments, payment records, delinquency follow-up, and account documentation.


• Prepare and coordinate unit sale and lease packages for management and Board review and approval.


• Prepare and maintain construction and renovation packages, including contractor documentation, insurance certificates, licenses, permits, and required forms.


• Track the status of sales, leases, renovations, construction projects, and other administrative matters.


• Prepare professional emails, letters, notices, memorandums, forms, reports, and other Association communications.


• Provide administrative support for Board meetings, including preparing meeting materials, reports, documentation, and approval packages.


• Maintain organized electronic and physical filing systems and ensure records are properly retained and accessible.


• Assist with vendor and contractor administration, including maintaining required documentation and contact information.


• Provide professional administrative assistance to residents, owners, agents, contractors, and vendors.


• Coordinate with management and other departments to ensure administrative tasks and requests are completed timely and accurately.


• Assist with special projects, property-wide initiatives, inspections, audits, and other management needs.


• Maintain confidentiality of resident, employee, financial, Board, and Association information.


• Perform other administrative and operational duties as assigned by management.

Supervisory Responsibilities

Directly or indirectly supervise associates within the assigned property.

Additional Information

• Schedule: Monday to Friday 8am - 5pm

What We Offer

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation

$54,000 annually

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a \"reasonable accommodation\", as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.