Office Manager (Bilingual Preferred)

FirstService Corporation • Dallas, TX

32d • $24 - $29

About The Position

The Office Manager (Bilingual Preferred) is responsible for providing a variety of administrative office support including, but not limited to, the list below.

Requirements

• High school diploma or equivalency.
• College-level courses in business or hospitality preferred.
• Two - Four years of office management/administrative support experience required.
• Excellent PC Skills: Proficiency in MS Office preferred.
• Must have strong organizational and prioritization skills
• Action and detail oriented
• Must be able to multi-task in a fast-paced, dynamic environment.
• Must possess strong interpersonal, verbal, and written communication skills.
• Must be flexible, self-motivated and proactive.

Nice To Haves

• Two years supervisory experience preferred.
• Knowledge of HOA or Leasing management or Real Estate, a plus.
• Experience in a business center environment, either as employee or team leader, preferred.

Responsibilities

• Always provide five-star customer service by responding to incoming visitors, telephone calls, email, and other correspondence in a timely and courteous manner.
• Act as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems.
• Resolves and/or follows up/escalates on all complaints/issues from callers or visitors.
• Resident inquiry backup for all support functions (handles calls, resolves open call logs, updates resident information, etc).
• Receives logs and routes packages, as necessary.
• Manages and maintains all extension, community, and other office listings/internal update forms utilized in the office.
• Routes all incoming faxes (e-fax) and customer contact questions/inquiries
• Takes payments from homeowners, provides receipts and submits payment to the Accounts Receivable department.
• Research returned mail, documents address updates and resends mail if necessary.
• Scans documents as time permits or as the need arises (typically on behalf of other departments)
• Processes Certified Mailings: Processing, filing electronic signatures, and maintaining certified log.
• Ensure the integrity and accuracy of Governing Document by updating and searching for documents, as necessary.
• Update Welcome Link - governing documents, welcome information and financial reports as requested.
• Provide support leadership for confidential reporting, meeting preparation and client requests.
• Oversee the usage and inventory of office/breakroom supplies, printer cartridges and postage funds.
• Administer and maintain network printers/copiers, phone system and postage equipment.
• Manage employee building access and badges assigned.
• Log, approve and submit invoices for payments.
• Run and submit monthly billing reports as requested.
• Organize the office layout and order any supplies.

Benefits

• As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple plans, including dental, and vision.
• In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match.
• Occasional travel may be required to attend training and other company functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees