We are looking for an organized and service-focused Office Manager to support daily operations for a housing community in Maryland. This contract-to-permanent position is ideal for someone who can balance administrative coordination, resident communication, and property support while maintaining a welcoming and well-organized office environment. The role works closely with residents, vendors, and leadership to keep office functions running smoothly and to help deliver a positive community experience.
Responsibilities:
- Oversee day-to-day office operations to ensure the site is ready for business during scheduled hours and that calls and messages are handled promptly.
- Process rent payments and related charges accurately, issuing documentation and maintaining organized payment records.
- Serve as a primary point of contact for residents, visitors, contractors, and vendors, providing courteous assistance and resolving routine inquiries effectively.
- Receive maintenance concerns from residents, coordinate with service providers for a timely response, and follow up after completion to confirm the issue was addressed satisfactorily.
- Manage move-out coordination by tracking notices, confirming timely unit turnover, and completing vacancy inspections and supporting documentation soon after residents depart.
- Perform recurring inspections of occupied apartments, vacant units, common areas, and community spaces to uphold property standards and identify maintenance needs.
- Support purchasing activities by ordering office and operational supplies, requesting vendor pricing, and following established approval and budget procedures.
- Assist with leasing and occupancy administration by reviewing applications, helping with applicant screenings, supporting move-ins, and explaining available housing options to prospective residents.
- Help maintain resident communications, tenant files, parking and key records, reexamination paperwork, and community service program documentation in accordance with housing policies.
- Contribute to resident retention and community engagement by addressing concerns, assisting with outreach events, supporting satisfaction surveys, and representing the organization in court matters when needed.
- Previous experience in office administration, office management, or property administration, preferably in housing, property management, or a related environment.
- Strong administrative skills, including reception support, recordkeeping, scheduling, and managing office supply orders and inventory.
- Working knowledge of accounts payable processes, payment handling, receipt preparation, and basic financial documentation.
- Ability to communicate clearly and professionally with residents, staff, vendors, contractors, and members of the public.
- Comfortable coordinating maintenance requests, tracking follow-up activities, and handling multiple priorities in a fast-paced office setting.
- Familiarity with compliance-focused environments and the ability to follow established housing policies, procedures, and fair housing guidelines.
- Proficiency with standard office software and general office equipment, with strong attention to detail and organization.
- Ability to handle sensitive situations with professionalism, exercise sound judgment, and provide dependable customer service.