Office Manager (Part Time)

Job Title: Office Manager - Country Manors Association, Inc.

Position Summary
The Office Manager serves as the central administrative support for the Condominium Association, ensuring efficient daily office operations and providing direct support to the Board of Directors, residents, vendors, and management. This role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple responsibilities in a fast-paced environment.

Key Responsibilities:
Administrative & Office Operations:

• Collect and distribute mail daily; process incoming invoices and correspondence.
• Answer and route phone calls, voicemails, and emails promptly and professionally.
• Maintain office files, databases, phone lists, labels, and contact records.
• Prepare and manage documents, forms, letters, and PDFs for the Association portal.
• Maintain accurate records and update databases as needed.

Board & Meeting Support:

• Prepare meeting agendas and assemble board packets.
• Attend board and committee meetings as required.
• Record, prepare, and post meeting minutes to the Association portal.
• Coordinate meeting schedules and send Zoom links when applicable.
• Maintain current and archived meeting agendas and minutes.

Sales, Rentals & Owner Requests:

• Process sales and rental applications.
• Order and review background and credit checks as required.
• Prepare and issue estoppel letters, questionnaires, and approval letters.
• Assemble interview packets and schedule interviews when applicable.
• Maintain sales and rental files and ensure compliance with Association requirements.

Insurance & Compliance:

• Request, review, and track Certificates of Insurance (COls).
• Maintain vendor insurance records and W-9 documentation.
• Coordinate insurance documentation with vendors and management.
• Ensure compliance with Association insurance requirements.

Maintenance & Vendor Coordination:

• Receive and log maintenance requests.
• Prepare and track work orders.
• Communicate with vendors regarding service requests and documentation.
• Maintain vendor database and files.

Financial & Invoice Processing:

• Receive invoices via mail and email.
• Log, copy, and route invoices for approval.
• Track invoice status and maintain organized records.

General Support:

• Assist with elections, mailings, and questionnaires.
• Support executive approvals and administrative forms.
• Handle confidential information with discretion.
• Provide general assistance to Board members, management, and residents.

Qualifications:

• Prior experience in condominium, HOA, or property management preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills Proficient in office software, email systems, and database/portal platforms.
• Ability to work independently and manage deadlines.
• Professional demeanor and customer-service oriented.

Work Environment:

• Office-based position.
• Interaction with Board members, residents, vendors, and management.
• Requires handling confidential and sensitive information.