Office Manager Job Summary
Large Complex located in West Maui is looking for an Office Manager to manage a condominium association. The Office Manager is a “hands-on” working supervisor and the primary person responsible for the successful functioning of a 108 -unit Condominium in Maui.
The Office Manager must maintain proper order and maintenance of the Association’s common areas and property, ensuring a high standard is achieved within the prescribed By-Laws and House and Grounds Rules. The Office Manager also works to create an environment for residents to enjoy living in a safe, clean and well-maintained property.
Although the role is nominally 40-hour per week, the Office Manager is expected to be on-call and available 24 hours a day for emergencies and other unavoidable situations.
The Office Manager will oversee the complex in accordance with directives from Association’s Board of Directors, or as assigned by the Management Executive, by performing the following duties personally or through subordinates.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Establishes and maintains operating and administrative practices to ensure timely and efficient handling of recurring work, special projects and administrative tasks such as conducting regular building and grounds inspections, setting work schedules, maintaining appropriate files for work being performed, etc.
Investigates tenant disturbances, violations, or complaints, and resolves problems in accordance with regulations established by Board of Directors.
Arranges for and oversees activities of contract service representatives such as exterminators, trash collectors, major repair contractors, utility service repairers, and swimming pool management personnel.
Maintains contact with insurance carrier, fire protection, police department, and other agencies having jurisdiction over property to ensure that Association is complying with codes and regulations of each agency.
Issues and maintains records as required by Association such as owner registrations, special permits and other related records.
Prepares daily activity reports, submits weekly reports to the Board, and participates in regular Board and Committee meetings.
SUPERVISORY RESPONSIBILITIES
The Office Manager co-supervises a staff of five employees with the Maintenance Manager. It is expected that the Office Manager will promote a safe and secure work environment for staff and contract workers, providing performance feedback as needed.
QUALIFICATIONS
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); Minimum 2 years related experience with managing condominium unit buildings.
Work related or educational references required.
LANGUAGE & COMMUNICATION SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals; write routine reports and correspondence; clearly communicate and present ideas, information, and knowledge verbally and in writing for monthly reporting and for day-to-day communication.
INTERPERSONAL SKILLS
Interacts well with a range of individuals including owners, Board of Directors, contractors, Management Executive, staff, and others ensuring that interactions are handled in a friendly, professional, respectful and productive manner.
Demonstrates high integrity and ability to maintain confidentiality on Board of Director and owner matters.
COMPUTER SKILLS
Ability to use a computer and basic programs like Microsoft Word and Excel at intermediate level. Ability to use email and the internet.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
ORGANIZATIONAL SKILLS
Demonstrates ability to stay organized while handling multiple accountabilities, ongoing projects, and special requirements of the job. Demonstrates urgency with getting things done and keeping projects on track.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.
WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
The employee is required to be available 24 hours per day for emergencies and handling of urgent matters.
This is a 100% non-smoking property.
Job Type: Full-time
Salary based on experience
Drug testing and background check is required.