Office manager for a high rise condominium in Boca Raton, CAM license not required. Will report directly to general manager on all issues and respond to owners requests in accordance with the bylaws of the association. Monday-Friday, 8:00 a.m. - 5:00 p.m.
Duties:
* Answer telephone calls, screen calls and direct calls appropriately.
* Receive and open mail, prepare and send correspondence on own initiative.
* Assist in coordinating board and committee meetings, prepare memos, notices and reports and post and send.
* Prepare correspondence, manuals, forms, etc. Prepare minutes of regular, special, annual board meetings and committee meetings.
* Operate and maintain office equipment. Assist owners in need of copy, fax and email service. Notify owners when they receive fax and email messages.
* Maintain files and correspondence, digitally and hard copy. Research and retrieve records.
* Keep record of owners’ telephone numbers, addresses, emergency contacts, guest permissions, parking spaces and lockers updated in BuildingLink. Maintain a monthly hard copy in the event of a system outage.
* Administer personnel health insurance plans, submission of enrollments, deletions, changes, workers compensation claims.
* Process background reports on employment and criminal record prior to hiring. Ensure new hire documentation is completed and prepare personnel file for new hires.
* Create work order requests for maintenance and amenity reservations in BuildingLink.
* Prepare invoices for approval making sure invoices are for this association, amounts are correct, work is complete and acceptable.
* Receive quarterly maintenance payments and deposit. All accounting transactions are forwarded to the bookkeeper weekly.
* Assist in processing of apartment sale and transfers. Provide realtors with applications and forms Process background and credit reports. Complete estoppel requests.
* Assist in preparation of newsletter and association correspondence.
* Assist in emergencies and evacuations.
Daily:
Answer telephones in a timely, courteous manner. Assist owners, staff members, contractors and vendors with requests. Update display boards with appropriate notices and information.
Weekly:
Ensure all invoices, payments and accounting transactions are forwarded to the bookkeeper for processing. Obtain signatures on weekly checks received from the bookkeeper. Ensure payments are mailed in a timely manner. Review accounts receivable report and follow up with owners. Collect unpaid assessments. Update all information and records. Maintain certificates of insurance from all vendors, contractors and deliverymen.
Monthly:
Prepare meeting agendas and notices, meeting platform and board packages for directors and committee chairs. Maintain a monthly hard copy of owner information in the event of system outage.
Quarterly:
Assist in the preparation and distribution of the newsletter. Collect quarterly maintenance payments. Follow up with accounts receivable delinquencies. Instruct bookkeeper to charge late fees and invoice owners. Forward delinquent accounts to counsel for collection.
Annually:
Prepare updated owner directory for distribution. Send to printer for printed booklet version. Assist general manager and auditor in preparation of annual financial audit. Assist in preparation of annual meeting. Schedule meeting venue and platform. Assist in research for budget, approval and distribution. Job #10478
They list the salary as $55,000-$58,000.
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