Office Manager

Description

Join our Team! Leland Management is seeking an Office Manager for one of our communities in the Orlando, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time (Monday thru Friday from 8:00am to 3:00pm) with competitive pay and excellent benefits.

General Summary

This individual reports to the President of the Surf Club II Board of Directors and Community Association Manager and is responsible for providing clerical/administrative support to the Association office while maintaining an efficient office environment. This individual should project a professional/positive image through in-person and phone interaction with the ability to be sensitive to the interrelationships of the people and functions within the Association to ensure discreet handling of all business.

Working Environment

The position is a 35-hour-per-week position with the daily commitment being 8:00am to 3:00pm with a half hour allocated for lunch. The work time is shared and is intended to be essentially 24.25 hours per week devoted to Surf Club II and 8.25 hours per week devoted to Surf Club II and Surf Club III Pool & Spa.

Primary Responsibilities/Essential Job Functions

• Answer phones, route calls, take and distribute accurate messages.
• Greet residents, visitors and vendors.
• Help maintenance staff manage vendors.
• Type and word process documents as needed: newsletters, email blasts and/or flyers.
• Monitor/update bulletin boards/elevator boards, in addition to posting meeting signs (48 hours in advance of meetings.
• Collect and remove all posted signs and notifications within 24 hours of meeting.
• Attend Board meetings, taking minutes and distributing finished minutes to President and Secretary for corrections and approval.
• Receive, sort and distribute incoming mail.
• Prepare outgoing mail for distribution.
• Organize vendor invoices for Treasurer or President approval and forward to Leland Management for payment.
• Fax, scan and copy documents as required.
• Maintain office filing and storage system.
• Update and maintain databases such as residents lists, rental information, vendor contact lists and homeowner information.
• Process rental applications and work with rental agencies.
• Maintain database for rental and purchase agreements completion.
• Monitor and maintain office supplies.
• Monitor the common areas.
• Ensure small office equipment is properly maintained and serviced.
• Maintain office area keeping it clean and orderly.
• Conduct daily work on computer to complete tasks in email and other software programs.
• Provide oversight and inspection on special projects approved by the Board of Directors.
• Compile and distribute Board meeting notice, agenda and packets one week prior to a scheduled meeting.
• Keep files and records accurate and up to date.
• Other office duties as assigned.
  
  

Special Functions Relative to Surf Club II and Surf Club III Pool & Spa

• Process staff payroll hours through PAYCHEX in a timely manner.
• Communicate with the Surf Club III Office Manager with regard to any emails to be sent to owners in both Surf Club II and Surf Club III.
• Communicate with the Surf Club III Building Manager with regard to any FOB access issues.
• Order supplies for Pool & Spa facility as requested.
• Assist Pool & Spa President, Treasurer and Secretary in carrying out their responsibilities as appropriate.
  
  

Requirements

Requirements

• Email Skills (AOL, MailChimp)
• Microsoft Office Skills (Outlook, Word and Excel)
• Excellent verbal and written communication skills
• Outgoing customer service skills