We are looking for an Office Manager to support daily office operations in Houston, Texas. This contract-to-permanent opportunity plays a critical role in keeping office operations running smoothly by managing resident interactions, coordinating vendors, overseeing administrative workflows, and supporting organizational communications. This individual serves as a leader within the office, ensuring accountability, efficiency, and a high level of customer service.
Responsibilities:
- Oversee daily front office operations and serve as the primary point of contact for residents, visitors, vendors, and board members.
- Manage escalated resident inquiries, resolve conflicts, and ensure community policies and procedures are communicated and enforced consistently.
- Coordinate vendor scheduling, property access, maintenance requests, and follow-up activities while maintaining accurate service records and documentation.
- Review, organize, and maintain digital and physical records, ensuring accuracy, compliance, and proper document control.
- Draft, review, and distribute resident communications, notices, newsletters, and operational updates in a professional and consistent manner.
- Create event flyers, promotional materials, invitations, and tickets for community events using Canva, Adobe Creative Suite, or similar design platforms.
- Assign, monitor, and track administrative tasks to ensure deadlines are met and office operations run efficiently.
- Prepare reports, maintain tracking logs, and provide updates to management and the Board of Directors as needed.
- Manage incoming calls, emails, and correspondence, ensuring timely responses and appropriate follow-up.
- Support resident account inquiries, billing-related questions, and general administrative requests.
- Coordinate office calendars, meetings, mail distribution, supply inventory, and other daily operational activities.
- Identify recurring issues, monitor trends, and implement proactive solutions to improve resident service and office efficiency.
- Serve as a key liaison between residents, vendors, committees, board members, and management to ensure clear communication and smooth operations.
- 3-5+ years of office management, administrative leadership, or property management.
- Strong leadership, organizational, and multitasking skills.
- Excellent communication and conflict-resolution abilities.
- Proficiency with Google Suite, Microsoft Office, property management software, CRM systems, and digital filing systems.
- Experience creating flyers, event materials, and communications; Canva or Adobe Creative Suite experience preferred.
- Strong attention to detail, problem-solving skills, and ability to maintain confidentiality.
- Ability to work independently and professionally with residents, vendors, board members, and management.