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Office Manager
Office ManagerFlorida Property Management Strategies LLC • Miami, FL, US
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Office Manager

Office Manager

Florida Property Management Strategies LLC • Miami, FL, US
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Job Description

Job Description

Description : Office Manager

Location : Miami, FL

Company : Florida Property Management Strategies

Schedule : Full-Time | Monday – Friday

Reports To : FPMS President

Compensation : Based on experience

Overview

Florida Property Management Strategies is seeking an experienced and highly organized Office Manager to oversee the daily administrative operations of our corporate office. This individual will serve as a key point of coordination across departments, ensuring efficiency, accuracy, and professionalism in all office activities. The Office Manager will support company leadership, supervise staff, and maintain strong relationships with clients, vendors, and internal teams. This role offers significant opportunity for growth within a fast-paced and expanding property management organization.

Key Responsibilities

Association Support

  • Maintain annual and budget meeting calendars; prepare Zoom invitations as needed.
  • Track insurance renewals, long-term contract expirations, and coordinate quote requests.
  • Review and approve SouthData and HOA Mailer notices for mail-outs.
  • Review condominium questionnaires and estoppels for accuracy before release.
  • Review annual association budgets to ensure compliance with statutes and property needs.
  • Place purchase orders using company Ramp card and ensure proper chargebacks or reimbursements.
  • Verify that monthly financials are completed and assist with gathering missing data.
  • Oversee special assessment transfers and year-end financial procedures, including fee updates, CPA letters, and reserve adjustments.
  • Route incoming website inquiries to the appropriate departments.

Staff Management

  • Oversee office staff scheduling to ensure coverage and compliance with work hours.
  • Approve employee time off per company policy and coordinate backup coverage.
  • Organize manager and staff meetings, office memos, and internal communications.
  • Coordinate office celebrations, including employee birthdays and team gatherings.
  • Manage recruiting efforts — post job openings, review resumes, and schedule interviews.
  • Mentor and support staff during onboarding and assist with conflict resolution as needed.
  • Monitor staff performance, including email and phone responsiveness metrics.
  • Collaborate with clients and managers on employee performance improvement plans.

    • Financial Oversight

  • Monitor client accounts to ensure payments are current; process EFTs or collect checks when needed.
  • Review SouthData, Buildium, and CINC charges monthly to ensure accurate chargebacks.
  • Complete remote deposits and ensure proper documentation is sent for posting.

    • Office Operations

  • Oversee and follow up on office-wide action items and operational priorities.
  • Evaluate and implement recommendations from employees, board members, and clients.
  • Maintain and update office procedures to support employee performance, client retention, and document retrieval.
  • Assist with new client onboarding and ensure a smooth implementation process.
  • Update and maintain the FPMS website as required.

    • Requirements : Job Requirements

  • Minimum 3 years of experience in a similar office management role, preferably within the community association management industry.
  • Active Florida CAM License required. (Must have!)
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office software.
  • Strong leadership, organizational, and time management skills.
  • Excellent communication and interpersonal abilities.
  • Proven ability to manage multiple priorities in a fast-paced environment.
  • Professional demeanor with a service-oriented mindset and attention to detail.
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