Office Manager

Office Manager - Property Management

PrideStaff is working on behalf of a reputable property in Boynton Beach, Florida, to find a highly organized and experienced Office Manager with some Accounting skills for this Direct Hire opportunity. This is a critical role responsible for providing complete general and administrative services, managing office operations, and maintaining accurate financial records in collaboration with the Bookkeeper for the Association.

Key Responsibilities and Reporting

Reporting Structure : Reports directly to the Property Manager and the President, Board of Directors.

Supervision : Directly supervises the Front Desk Receptionist.

Job Summary : Provide complete general and administrative services to the Association. Manage and direct general office activities. Assist the Property Manager with daily operations and enforce the Association's governing documents. Keep detailed records of all financial transactions.

Duties and Responsibilities

Administration

Manage the Association's property administration in collaboration with the Property Manager, under the guidance of the Board of Directors.

Work with the Property Manager and Board regarding office systems, procedures, arrangement, and personnel.

Prepare annual written job performance evaluations for direct reports.

Schedule work and supervise the activities of the Administrative Assistant.

Ensure the accuracy of Shareholder files and the PayHOA database.

Financial

Oversee financial records to ensure accuracy and assist the accounting service, Auditor, and Board as needed.

Authorize all purchase orders and invoices with the Property Manager, reviewing non-standard spending with Board members as required.

Maintain fee assessment collection and delinquency procedures, adhering to all legal requirements. This includes sending out delinquent letters, overseeing late Shareholder accounts, and filing paperwork with the collection attorney for accounts overdue after 60 days.

Responsible for entering bi-weekly payroll into Paylocity. Will prepare and check time sheets accuracy, including preparing and maintaining tax records for unemployment compensation, federal income tax, and payroll withholding.

Assist with and provide information for workers' compensation insurance audits.

Perform daily / monthly tasks : Coordinate with the PayHOA bookkeeping service department, process ACH and check payment entries, scan checks for deposit, update utility tracking spreadsheets, reconcile petty cash, submit sales tax on storage payments, perform Chase and Wells Fargo credit card coding and receipt backup, pay invoices, and scan all invoices into the PayHOA system.

Governing Documents & Customer Service

Maintain a professional business relationship with all Association members and handle all incoming questions and concerns that the front desk cannot answer.

Deal with complaints objectively and consistently, communicate By-Laws and Rule requirements, and carry out fair enforcement and due process.

Ensure effective communications with owners using various methods, including E-blasts or texts from the PayHOA system, in-house TV channel, and special notices.

Handle criticisms, complaints, and suggestions, and make recommendations to the Property Manager or Board on matters requiring attention.

Work with realtors, title companies, and / or owners and sellers related to sales activity within the community.

All paperwork documented in the Proprietary Lease / Share transfer documents, including Estoppels, must be completed according to the requirements of the Association and Palm Beach County.

Other Duties

Perform all duties incident to the office of the Office Manager not specified above.

Perform other duties as assigned by the Property Manager or Board members.

Provide administrative background, information, research, and recommendations to the Board or any Board committee upon request.

Skills and Qualifications Required

Professional verbal and written communication skills are essential.

Strong organizational and time management skills as well as a strong work ethic.

High integrity, honesty, and professionalism.

Exceptionally strong customer service orientation.

Languages : Must speak, read, and write English. Proficiency in French is an asset.

Ability to work effectively under pressure and meet tight deadlines.

Strong numeracy skills.

Ability to interact professionally, positively, and cordially with the Property Manager, Board of Directors, employees, Shareholders, guests, and service providers.

Results-oriented and self-motivated with minimal supervision.

Ability to think critically, research unfamiliar territory, identify effective solutions quickly, and develop plans and recommendations.

Good judgment and decision-making skills.

Computer skills : Proficiency in Word, basic Excel, and basic Power Point, with the proven ability to quickly learn the community management software, PayHOA.

If you possess these skills and are ready to take on a challenging and rewarding role in property management, apply today!

Tools Compensation / Pay Rate (Up to) : $50,000.00 - $60,000.00 Per Year