Property/Office Manager

About Us :

A highly successful family-owned property management company is seeking an experienced Office Manager with financial management experience to join their tight-knit team.

The team is dedicated to excellence in property management, leasing, and investment.

Comp : $100k - $120k + Benefits

This role requires 5 days onsite in San Carlos

Administrative Tasks :

• Answer phones and direct incoming calls.
• Manage filing systems, office supplies, and order inventories.
• Create and maintain office procedures.

Financial Management :

• Oversee the office budget, record expenditures, and process invoices.
• Manage revenues and expenses for portfolio investment properties.
• Analyze cash needs and ensure availability of funds.
• Collect monthly rents and manage rent increases.
• Bill Common Area Maintenance (CAM) expenses and reconcile prepaid CAM from tenants.
• Budget capital improvements, select vendors, and manage construction, maintenance, and repairs.
• Provide financial reports to lenders for current loans and refinancing.

Communication :

• Communicate effectively with the business owner, employees, customers, and visitors.
• Respond to tenant and customer inquiries and complaints.
• Handle inquiries from State, County, and City agencies.

Event Planning :

Coordinate in-office meetings and events.

Facility Management :

• Collaborate with facility management on cleaning, security, and building maintenance.
• Ensure the office is well-maintained and arrange necessary repairs.

Health & Safety :

• Review and update health and safety policies, ensuring compliance.
• Arrange regular testing for electrical equipment and safety devices.

Data Protection :

• Manage data backup processes with guidance from our IT consultant.
• Ensure compliance with data protection laws.

Accounting & Taxes :

• Utilize QuickBooks for monthly consolidated financial reporting.
• Collaborate with appraisers for tax assessment appeals and property valuations.
• Make IRS and FTB tax payments as directed by CPA.

Tenant Relations :

• Manage tenant relationships and address tenant concerns.
• Interface with real estate brokers and attorneys for leasing and litigation matters.

Insurance :

Manage property insurance providers for renewals and claims.

Reporting :

Maintain proper records and generate regular reports for management.

Qualifications :

• Bachelor’s degree in Business Administration, Finance, or related field preferred.
• Experience working in Property Management
• Proven experience in administrative and financial management.
• Proficiency in QuickBooks and MS Office Suite.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Knowledge of health and safety regulations and data protection laws is a plus.

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