Office Administrator

Wilcox Communities•Worthington, OH

2d•Onsite

About The Position

Wilcox Communities seeks to hire a full-time, in-office Home Office Administrator to join our Central Ohio team. This is an on-site position based at our Worthington, Ohio headquarters—remote and hybrid arrangements are not available. This role is responsible for providing high-level administrative support to the Executive team, managing day-to-day Home Office operations, coordinating third-party service providers, and supporting the successful closing of business transactions. Wilcox Communities is a family-owned, award-winning company. Although the Company has grown tremendously over the years, we still pride ourselves on keeping our original focus of developing quality neighborhoods with a unique focus on customer service, all while maintaining a family-owned team atmosphere. At Wilcox, we develop and manage for-rent, maintenance-free communities. Our communities focus on offering amenities that enhance the lives of our residents and services that allow for care-free living. Each of our communities include onsite management and maintenance, full-service amenity spaces with coffee bars and active spaces tailored to the wants of our residents, such as dog parks, walking paths and bocce ball courts. Mission To be the premier provider of rental-home communities with residents-for-life by combining the value and quality of our homes and amenities with world-class customer service, one neighborhood at a time. Vision To achieve a level of customer satisfaction in our communities that enables our residents to live happier and more fulfilling lives. As a Home Office Administrator with Wilcox Communities your role will be a blend of: Executive Administrative Support: You will serve as a trusted partner to the Executive team by managing complex calendars and meeting agendas, coordinating and preparing materials for executive meetings, assisting with the planning of special events, providing clerical support, managing digital and paper files, overseeing project and task management, preparing presentations, and conducting market research. You will also support the coordination and administrative logistics of business deal closings, ensuring documents are organized, executed, and filed accurately and on time. Technology & Systems Administration: You are tech-forward and enthusiastic about leveraging technology to work smarter and more efficiently. You will manage and administer online accounts and platforms, serve as the primary liaison with third-party IT and phone system providers, coordinate technical support requests, and assist with the on-boarding of new Associates. You will proactively identify opportunities to streamline processes through the use of digital tools, software, and automation. Home Office Management: You will be responsible for the smooth day-to-day operation of the Home Office, including managing incoming inquiries, responding to messages from vendors and customers, answering phones, routing and processing office mail, preparing documents, managing in-person visitors, and maintaining office supply inventory. You will also manage third-party service relationships including IT support providers and phone system vendors, coordinating service requests, tracking invoices, and ensuring issues are resolved promptly. Additionally, you will oversee office maintenance such as cleaning and repairs, and manage all systems within the office including copy machines, communication platforms, and other office technology.

Requirements

At least two (2) years of administrative experience
Excellent verbal and written communication skills
Experience with assisting an Executive or Executive team
Responsible, accountable, and self-motivated, qualified individual will be able to manage multiple projects at once
Proficient in Microsoft Office and basic personal computer skills; comfort with and enthusiasm for adopting new technology platforms and digital tools
Notary Public commission, or willingness to obtain one within 90 days of hire (company will support the process)
Valid driver’s license and reliable transportation

Nice To Haves

Experience with systems administration and management
Experience in event planning and coordination
Experience managing or coordinating third-party vendors and service providers
Experience supporting real estate transactions, deal closings, or legal document coordination

Responsibilities

Manage complex calendars and meeting agendas for the Executive team.
Coordinate and prepare materials for executive meetings.
Assist with the planning of special events.
Provide clerical support.
Manage digital and paper files.
Oversee project and task management.
Prepare presentations.
Conduct market research.
Support the coordination and administrative logistics of business deal closings.
Manage and administer online accounts and platforms.
Serve as the primary liaison with third-party IT and phone system providers.
Coordinate technical support requests.
Assist with the on-boarding of new Associates.
Proactively identify opportunities to streamline processes through the use of digital tools, software, and automation.
Manage incoming inquiries.
Respond to messages from vendors and customers.
Answer phones.
Route and process office mail.
Prepare documents.
Manage in-person visitors.
Maintain office supply inventory.
Manage third-party service relationships including IT support providers and phone system vendors.
Coordinate service requests, track invoices, and ensure issues are resolved promptly.
Oversee office maintenance such as cleaning and repairs.
Manage all systems within the office including copy machines, communication platforms, and other office technology.