Office Manager

As an Office Manager, you will also be responsible for ensuring the smooth running of our organization.

Responsibilities:

• Oversee the office staff to ensure effective execution of administrative tasks.
• Manage and organize both physical and electronic records while complying with organizational and legal standards.
• Maintain the Association's website in line with Florida laws.
• Draft and dispatch memos, correspondence, and reports accurately and within the required time frames.
• Organize and coordinate meetings for Owners, Board of Directors, and Committees, including the preparation of meeting minutes.
• Handle incoming calls and emails, offering detail oriented and helpful responses.
• Process and code invoices, payments to vendors, and membership billing.
• Track and report expenses for accuracy in relation to projects and capital improvements.
• Prepare financial reports, resolve discrepancies, and coordinate payroll submissions.
• Update and maintain accurate membership records.
• Assist with the onboarding of new employees, including setting up personnel files.
• Track and manage employee PTO and other relevant personnel data.
• Support real estate transactions by providing necessary membership information to realtors and other stakeholders.
• Troubleshoot IT issues and liaise with IT professionals as required.
• Order supplies and ensure all office equipment is maintained and functional.
• Serve as the primary content manager for the Association's website.
• Collaborate with the GM, Board of Directors, attorneys, and CPAs to refine policies and procedures.
• Carry out other duties as assigned by management.
• Education:
• High school diploma or equivalent required; a degree in Business Administration, Human Resources, or a related field preferred.
• Experience:
• Minimum of 3 years in HOA, Hospitality, Office Management, or a similar role.