On-Site Office Manager

Job Description

Description:Become the Best Part of PMP Management!

PMP is seeking a motivated, detailed, communicative, and personable professional to join our team as a On-Site Office Manager, Westlake Village, CA. Who We Are Property Management Professionals LLC. (PMP) is an industry-leading Association management firm providing extraordinary services to common interest developments throughout Southern California, Texas, Arizona, Utah, and Colorado. PMP delivers a level of service only a local management partner can, with the depth and breadth of support and training only seen at much larger management firms.

PMP is one of the fastest-growing management firms which provides our team members with a unique opportunity to evolve and grow their careers. Our people-centric culture attracts and retains the industry’s top talent and has served as one of our competitive advantages, driving our growth and success over the past decade and a half.

To learn more about PMP and our unique company culture, we invite you to visit our social media platforms below:

Instagram/pmpmanage

facebook/pmpmanage

linkedin/company/pmpmanagement

Who We’re Looking For

PMP is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Summary: The On-Site Office Manager is responsible for providing on-site operations and administrative support to various other branches within PMP to ensure effective communication and coordination across the association.

Responsibilities & Duties:

• Manage and organize office operations, including filing systems, document and file management, mail and deliveries, and office supplies.
• Handle incoming calls, emails, and inquiries, providing timely and professional responses.
• Coordinate and manage appointments, meetings, and deadlines for the on-site office team.
• Provide administrative support to the General Manager, PMP, and Board President.
• Maintain a clean and organized workspace. Oversee equipment maintenance and liaise with external vendors for repairs.
• Maintenance inventory of office supplies; order new supplies as needed.
• Process invoices, track expenses, and coordinate other administrative tasks requested by LOM or PMP.
• Assist in basic bookkeeping tasks.
• Manage and troubleshoot basic IT issues.
• Address any operational issues promptly and efficiently.
• Handle sensitive information with the utmost confidentiality and discretion.
• Perform other duties as assigned.
• Ensure association members' requests for maintenance or other questions are addressed timely. Skills & Proficiencies:
• Knowledge of Microsoft Office Suite or related software.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficiency in managing software systems and troubleshooting technical issues.
• Strong organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Experience in facilities management and vendor coordination.
• Flexibility to adapt to changing priorities and handle multiple tasks effectively.
• A proactive and positive approach to problem-solving.
  
  

Education & Experience:

• High school diploma or equivalent preferred.
• First-aid/CPR/AED certification may be required or preferred.
  
  

Working Conditions

The Office Manager will work under various conditions including regular onsite office hours with occasional weekends (when requested) and interaction with board members and diverse users.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The Association will provide reasonable accommodation as needed to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee is frequently required to sit, use hands and fingers, handle, or feel and talk or hear. The employee is occasionally required to stand, walk, and reach. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Requirements: