Office Manager

  • Full-time

Company Description

Abode Communities is a regional non-profit architectural, real estate development and property management firm. Abode Communities Property Management manages 39 multifamily residential communities serving some 6,200 low-income people throughout California. The organization, with a 98% portfolio-wide occupancy rate, offers a full range of professional services to ensure our residential portfolios, and housing portfolios of similar community development organizations, remain physically solvent and in compliance with regulatory requirements. Property management staff members go above and beyond to ensure each property managed becomes a pillar within its community. This is accomplished through the creation of vibrant, connected spaces that support each resident’s emotional, physical and financial ability to thrive.

Job Description

The Office Operations Manager will organize and coordinate office administration and procedures, in order to ensure that the office operates smoothly and efficiently.

Essential Duties & Responsibilities

  • Manage daily office operations and ensure that the office runs smoothly.
  • Monitor and maintain office and kitchen supplies inventory and place orders as necessary.
  • Manage suppliers and vendors to ensure the best options for pricing products and services and that all items are invoiced and paid on time.
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems.
  • Coordinate the maintenance, arrangement, and housekeeping of office space including print rooms, conference and phone rooms, and general common areas.
  • Oversee and maintain all office equipment, including phones, computers, projectors, TVs, printers, furniture, and any other devices for uninterrupted function.
  • Liaise with Building Management to address all facilities related matters.
  • Serve as liaison with IT agent to coordinate and manage all computer and IT infrastructure related functions.
  • Assist with the onboarding of new corporate staff particularly regarding office procedures.
  • Review and develop office policies and procedures, including filing and recordkeeping, and establish sustainable best practices for corporate operations.
  • Improve operational management systems, processes and best practices.
  • Ensure a warm and professional guest experience by greeting and appropriately directing visitors, handling phone calls and general inquiry emails.
  • Receive and sort all incoming mail and distribute timely on a daily basis. Process all outgoing mail daily.  Arrange for messenger and express parcel services as necessary.
  • Log incoming checks upon receipt and deliver to Finance on a daily basis.  Prepare purchase orders as requested for management approval.
  • Provide administrative support to corporate departments as needed.
  • Perform administrative tasks for executive and key senior staff, which may include scheduling meetings, coordinating food delivery, making travel arrangements, and preparing and submitting expense reports.
  • Provide notary services as needed for loan-related or other documents.
  • Maintain a clean, safe, and secure work environment.

Qualifications

Education & Experience

  • Bachelor’s Degree in Business Administration or other related field.  
  • Three years’ experience in office management. 
  • Hold or be able to obtain a Notary Public commission.

Skills

  • Excellent interpersonal and customer service skills. 
  • Strong verbal and written communication skills. 
  • Excellent organizational and time management skills with ability to prioritize.
  • Flexibility to respond to changing workload demands and requests from Executives and Directors.  A spirit of teamwork and collaboration is essential.
  • Advanced computer skills and knowledge of Microsoft Office Suite.
  • Bilingual (English/Spanish) preferred.
  • Valid California driver's license and auto insurance. 
     

Additional Information

This is a full-time non-exempt position.

Pay is commensurate with experience. Benefits include medical, dental and vision insurance, life, AD&D, and long-term disability insurance, 401(k) plan with a match, vacation and sick leave benefits.

Abode Communities is an equal opportunity employer.