Office Manager & Admin Operations Lead

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

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.