Office Manager

We are looking for an organized and proactive Office Manager to support daily operations for a large residential community in San Clemente, California. This Contract position will play a key role in coordinating administrative functions, property support activities, vendor relationships, and resident service needs while helping maintain a high standard across shared spaces and facilities. The ideal candidate is comfortable balancing office management duties with project tracking, communication, and customer service in a fast-paced environment.

Responsibilities:

• Coordinate daily office and community support operations to help maintain shared amenities, parks, and common areas in line with established expectations.
• Manage relationships with outside vendors, contractors, and service partners by monitoring performance, confirming service quality, and supporting contract adherence.
• Collect pricing, evaluate proposals, and assist with service agreement administration, including support for bid requests and contract documentation.
• Track maintenance activities, reserve projects, and improvement initiatives, helping ensure timelines, updates, and related records remain current.
• Perform routine site reviews and walkthroughs to identify maintenance concerns, follow up on action items, and support overall community appearance.
• Oversee work order flow and resident service requests, coordinating timely responses and helping drive issue resolution.
• Prepare operational reports, budget-related materials, cost comparisons, and meeting documentation for leadership and Board review.
• Share updates with residents, management, and Board members regarding ongoing projects, service matters, and community information.
• Provide administrative support for community meetings and events while handling front office tasks such as reception coverage, office supply management, and basic accounts payable support.
• 2+ years of experience in office management, property management, community association support, or a related administrative environment.
• Demonstrated ability to coordinate multiple vendors, projects, and service requests while maintaining strong attention to detail.
• Experience supporting budgeting activities, cost tracking, invoice processing, or accounts payable tasks.
• Strong written and verbal communication skills with the ability to interact professionally with residents, vendors, and leadership teams.
• Proficiency in general office administration, including reception responsibilities, recordkeeping, and supply ordering and maintenance.
• Ability to conduct property inspections, monitor follow-up items, and manage competing priorities in a dynamic setting.
• Availability to attend occasional evening meetings and weekend community activities as needed.