Office Manager

FirstService Residential; Panama City (FL); On-site; USD 43,000 - 43,680; Full time

Benefits offered by this job

Comprehensive medical plans

Dental and vision insurance

401k with company match

Paid holidays and time off

Job summary

A property management company in Panama City is seeking an Office Manager to oversee daily operations and ensure a seamless workflow within the department. The role involves managing office procedures, quality control, and providing administrative support. Ideal candidates will have three to five years of experience, proficiency in Microsoft Office, and excellent communication skills. Compensation for this full-time position ranges from $43,000 to $43,680 annually, with comprehensive benefits offered.

Qualifications

• Three to five years of related work experience.
• Strong administrative background is required.
• Must be a self-starter with excellent communication skills.

Responsibilities

• Manage daily functions of the Office support teams.
• Oversee quality control of activities performed by the team.
• Analyze and organize office operations and procedures.
• Manage hospitality needs for meetings and receptions.

Skills

Interpersonal skills

Office management

Customer service

Communication skills

Education

Associates degree with concentration in business

Tools

Microsoft Office

Outlook

Windows

Job description

Job Overview

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.

Your Responsibilities

• 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.

Skills & Qualifications

• 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 Requirements

• 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.

Supervisory Responsibilities

Directly or indirectly supervise associates within the assigned property.

Additional Information

• Schedule: Monday-Friday 9:00am – 5:00pm

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

$43,000 - $43,680 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.