Office Manager

Description

8899 Beverly and Rosewood Houses are seeking an organized, proactive, and service-oriented Office Manager to oversee daily office operations and provide administrative support to the General Manager. This position supports both residential communities by coordinating resident requests, maintaining association records, managing administrative workflows, and ensuring timely follow-through on projects and deadlines.

The ideal candidate is comfortable taking ownership of assignments, anticipating needs, and delivering professional, attentive service in a luxury residential environment.

Key Responsibilities

• Manage daily office operations, establish administrative priorities, and maintain efficient organizational systems.
• Support the General Manager with scheduling, correspondence, reports, presentations, and project coordination.
• Serve as a primary management office contact for residents, addressing routine inquiries and escalating concerns appropriately.
• Track resident requests, vendor commitments, and management assignments to ensure timely completion.
• Coordinate preparation of board meeting agendas, packets, and supporting documents under the General Manager’s direction.
• Attend meetings as assigned, prepare draft minutes, and maintain action item lists.
• Maintain organized association records, resident information, contracts, correspondence, and confidential files.
• Coordinate the administrative processing of architectural applications, including document collection, review scheduling, status tracking, and approved communications.
• Coordinate vendor scheduling and access with the concierge, engineering, and valet teams.
• Maintain vendor compliance records, including insurance certificates, licenses, and contract renewal dates.
• Coordinate invoice processing, monitor outstanding approvals, and assist with expense tracking and budget preparation.
• Prepare and distribute approved community notices, updates, and resident communications.
• Coordinate move scheduling and other activities requiring advance planning and communication among departments.
• Maintain office supplies, equipment, and purchasing records.
• Identify opportunities to improve office procedures, communication, and resident service.
• Provide administrative training and guidance to team members as assigned.

Opportunity for Growth

This position offers hands-on experience supporting two residential associations, with opportunities to expand responsibilities and advance into community association management based on performance and business needs.n performance and business needs.

Requirements

 Qualifications

• At least three years of progressively responsible administrative, office management, or related experience.
• Experience in community association management, property management, luxury hospitality, or a residential service environment is preferred.
• Strong organizational skills and the ability to manage multiple priorities with minimal supervision.
• Excellent written and verbal communication skills, including professional correspondence and meeting documentation.
• Proficiency in Microsoft Outlook, Word, Excel, and electronic document management; ability to learn property management software.
• Familiarity with invoice processing, expense tracking, vendor documentation, and recordkeeping.
• Strong judgment, discretion, and the ability to handle sensitive resident, personnel, and association information.
• A professional, approachable manner and the ability to handle concerns calmly and diplomatically.
• Demonstrated initiative, accountability, and consistent follow-through.
• Reliable attendance and availability to work onsite Monday–Friday.