What are the responsibilities and job description for the Office Manager / Sales Agent position at Boca Office Center?
Office Manager / Sales Agent - Property Management Experience a Plus
Boca Raton, FL - Boca Office Center
Looking for an Office Manager / Sales Agent for Executive Suites located in a Class A office space in a prime location in Boca Raton, FL.
Salary commensurate with experience at this full-time, permanent position. Work Monday through Friday, 8:30 AM to 5:30 PM. Will occasionally need to work past 5:30 PM.
Position Summary:
Responsible for overseeing the on-site day-to-day operations of Executive Suites and a Class A Office Building. Assisting the Facilities and Procurement Department with any and all duties required for effective and efficient day-to-day operations.
Job Description:
- Manage listings for available building or executive suite space for rent
- Contact leads to provide information, set and provide tours
- Negotiate lease terms; negotiate tenant renewals
- Manage Staff and Suite Center, including sales
- Schedule meeting rooms for tenants and outside clients; Invoice accordingly
- Produce and email monthly tenant invoices, process credit card payments, provide cash receipts and maintain rent roll; Keep an invoice log; Contact tenants for late payments
- Assist with building and executive suite tenant concerns, requests for service, etc.
- Keep up w/COI tenants and vendors
- Cover executive suite front desk and rollover calls
- Monitor buildings AC software
- Make sure all required city inspections are completed in a timely manner
- Manage system of vendors, research vendors, obtain competitive bids and process placement of Purchase Orders
- Review contracts, bids, proposals, and vendor agreements
- Contact contracted vendors for service calls; track services that are a part of the contract to make sure they are completed timely; resolve vendor problems
- Order janitorial, office and kitchen supplies; Order printed and promotional products; Order building items, ie. Bulbs, ballast, restroom parts, etc.; Monitor and maintain inventory levels
- Assist with the orderly operation and maintenance of inventory areas to include organization and physical stocking of items
- Review all incoming department shipments; verify product and quantity are in accordance with Purchase Orders; Facilitate distribution
- Regularly file all paperwork in established departmental system and maintain the filing system
- Assist with mailroom functions; operating the postage machine, processing outgoing mail, sorting incoming mail and processing outgoing UPS packages
- Identify status of all company leases. Assist in the renegotiation of existing leases prior to expiration. Perform analysis of current locations vs searches for alternative locations based on size, price, terms, location, exposure, and accessibility.
- Provide any other administrative support functions for the department
Requirements:
- High School Diploma or Equivalent (GED)
- Property Management or Facilities Management experience preferred but not required
- Customer service oriented
- Excellent written and verbal communication skills
- Computer literate with internet research skills and proficiency with Microsoft Office Suite (Outlook, Excel, Word)
- Strong organizational and attention to detail skills
- Ability to multi-task
Contact Information:
- E-mail: Please submit your resume through this posting
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Experience:
- Customer Service: 2 years (Preferred)
- Sales: 1 year (Preferred)
Work Location: In person