Office Manager

Position Summary

Essential Duties and Responsibilities

• Serve as the point of contact for office duties including scheduling maintenance, sending, and receiving mail, ordering supplies, processing bills for payment, and running errands.

• Collect, deposit, and post all payments and ancillary income daily. Document all contact with residents regarding delinquent rent in property management software.
• Complete move out inspections, ensure Final Move-Out Statements are completed within 72 hours and accurately for all move outs and all notices are distributed in accordance with applicable laws and Company policy.
• Maximize gross rent and minimize vacant and delinquent rent loss in accordance with occupancy standards, property budget, and Company policy.

• Provide excellent service to all members, prospects, and visitors to the Office.
• Follow-up with member inquiries, work orders, and concerns.
• Schedule tours with prospects and follow-up with them consistently throughout process.
• Maintain a positive culture of hospitality, care, and professionalism. Maintain a positive attitude and mindset.
• Maintain common spaces and schedule necessary repairs in a timely manner.
• Build and maintain relationships with vendors and service providers.
• Manage leads, move-ins, memberships, and move-outs and provide administrative support to members.
• Coordinate the application review for each member, including all appropriate screening.
• Ensure the condition of leased offices are in order prior to move-in, including a final inspection and walk through with member.
• Manage, clean, and maintain the day-to-day upkeep of the common area, vacant offices, and conference rooms daily.
• Manage the ongoing maintenance of office equipment.
• Signage Inspections: ensure all members who have private offices have their company name listed properly on directory listing in main office and on mail kiosk.
• Comply with Sierra Property Management’s policies and performance expectations as outlined by senior management.
• Maintain proper documentation for Key Management: Ensure new member are issued card access for exterior door access and physical key for member who have private interior office.
• Manage and resolve all tenant issues in accordance with Company policy or escalate to the Regional Manager if necessary.

• Review, analyze, and interpret market data to identify emerging trends that may impact the performance of the Offices at College Hill, to develop and implement market plans that drive occupancy and revenue growth.
• Assist in the development of a marketing plan for the Office at College Hill by conducting market surveys, shopping competitor properties in person and online, and identifying market trends
• Review, post, and interact on the social media platforms on a regular basis (Facebook and Instagram). Responsible for using approved templates, graphics and other brand standard collateral. All communication on social media must be professional with a hospitality focus.
• When doing any marketing, reference and adhere to the Brand Standards document

Knowledge, Skills and Abilities:

• Experience in Bookkeeping and Accounts Receivable
• Knowledge of office administrator responsibilities, systems, and procedures.
• Excellent written and verbal communication skills
• Excellent time management skills and ability to multi-task and prioritize work
• Familiar with email scheduling tools
• Above average telephone and communication skills including the ability to read, write, and comprehend the English language at a fluent and professional level
• Strong communication skills paired with the ability to train and coach staff
• Strong analytical, problem-solving skills
• Attention to detail and exceptional follow through
• Ability to multi-task in a fast-paced, ever-changing environment

• Proficiency with standard office equipment including computers, iPads and tablets, MSOffice suite (Excel, Word, Outlook), calculators, copy machines, and electronic check scanners
• Proficiency in standard accounting language and processes
• Proficiency in math with skills included but not limited to the ability to calculate pro-rations, bank deposits, time keeping records, etc.
• Must possess and maintain a valid driver’s license and adequate car insurance
• Must have reliable transportation
• Must always maintain a professional appearance and demeanor

Work Hours:

Education and Experience:

• High school diploma required. Bachelor’s Degree preferred.
• 2 years’ experience as an office manager or administrator is preferred.
• 2 years of Bookkeeping preferred

Work Environment

Physical Demands and Work Environment

Other Duties