Office Manager

KHIRE, LLC

Fort Myers, FL Job Details Full-time $25 an hour 1 day ago Benefits Paid time off Qualifications Microsoft Word Microsoft Excel Property management tools Microsoft Outlook Administrative experience Calendar management Vendor communication Multi-line phone systems Document management systems Full Job Description KHI Real Estate is seeking an organized, accountable, and service-focused Office Manager to coordinate the daily administrative operations of our property management offices. This position serves as the central communication hub between property owners, tenants, prospective clients, vendors, property managers, maintenance personnel, leasing agents, and executive leadership. The ideal candidate communicates professionally, maintains accurate records, follows established procedures, and takes ownership of unresolved matters through completion. This is a hands-on role requiring strong organization, sound judgment, confidentiality, and the ability to manage competing priorities in a fast-paced real estate environment. Key Responsibilities Office Operations Coordinate daily administrative operations and maintain an organized, professional office environment. Open and prepare the office for business as required. Ensure reception, common areas, workspaces, and client-facing areas remain clean and free of clutter. Maintain office supplies, records, forms, equipment, and administrative resources. Follow company policies, workflows, escalation procedures, and documentation standards. Protect confidential tenant, owner, employee, and company information. Communication and Client Service Answer and route incoming telephone calls, emails, and office inquiries. Serve as the primary administrative contact for tenants, property owners, prospective clients, vendors, and visitors. Provide clear, professional, and timely communication. Record requests, complaints, commitments, and follow-up requirements accurately. Route leasing, maintenance, accounting, compliance, and property-management matters to the responsible team member. Escalate urgent, sensitive, financial, safety, or unresolved issues to the appropriate manager. Maintain an owner communication log and ensure required follow-up is completed. Avoid making unauthorized promises, financial commitments, or management decisions. Administrative Coordination Maintain open-item, exception, communication, and follow-up logs. Monitor outstanding matters and coordinate with responsible team members until completion. Organize electronic and physical records according to company standards. Assist with notices, correspondence, reports, applications, work orders, and other property-management documents. Support executive leadership, Regional Property Managers, the Maintenance Manager, and leasing personnel with administrative tasks. Prepare information and status updates for weekly management meetings. Document meeting action items, assigned responsibilities, and deadlines. Assist with calendar coordination, appointments, inspections, meetings, and office coverage. Tenant and Payment Support Receive tenants, owners, applicants, vendors, and other office visitors professionally. Accept and document authorized payments according to company procedures. Provide receipts and maintain accurate payment records. Safeguard payments and supporting documentation until properly processed. Report discrepancies immediately. Assist tenants with approved account, portal, documentation, and general process questions. Refer disputes, ledger adjustments, legal matters, and payment arrangements to authorized personnel. Team Accountability and Workflow Management Monitor shared communication channels and confirm that inquiries are assigned and addressed. Track incomplete tasks, missed deadlines, recurring problems, and exceptions. Follow up with employees and vendors regarding assigned administrative matters. Support consistent processes across multiple offices and departments. Identify workflow problems and report recommended corrective actions to management. Maintain professional standards for communication, appearance, conduct, and customer service. Required Qualifications Two or more years of office administration, office management, property management, real estate, or customer-service experience. Strong written and verbal communication skills. Proven ability to organize records, manage deadlines, and follow through on multiple open matters. High level of accuracy, accountability, discretion, and professional judgment. Ability to communicate effectively with tenants, owners, vendors, employees, and senior leadership. Ability to remain composed and professional during complaints, conflicts, and time-sensitive situations. Proficiency with Microsoft Outlook, Word, Excel, and electronic document-management systems. Ability to learn property-management software, telephone systems, and company workflows. Reliable attendance and punctuality. Professional appearance and conduct appropriate for a client-facing real estate office. Preferred Qualifications Experience in residential, commercial, multifamily, or community-association property management. Experience with AppFolio or similar property-management software. Experience with RingCentral or a comparable multi-line telephone system. Familiarity with leasing administration, maintenance coordination, payment processing, and property-management documentation. Working knowledge of Fair Housing requirements and professional confidentiality standards. Performance Expectations Success in this position will be measured by: Timely and professional handling of calls, emails, visitors, and requests. Accurate documentation and recordkeeping. Consistent follow-up on open items and exceptions. Proper routing and escalation of tenant, owner, maintenance, leasing, and financial matters. Reliable completion of assigned responsibilities and deadlines. Effective coordination among departments and offices. Compliance with company policies and confidentiality requirements. Maintenance of a clean, organized, and professional office environment. Work Environment This position requires regular computer and telephone use, frequent communication with the public and company personnel, and the ability to manage interruptions while maintaining accuracy. Occasional lifting of office supplies, files, or packages may be required. Equal Employment Opportunity KHI Real Estate is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Pay:

$25.00 per hour Expected hours: 40.0 per week

Benefits:

Paid time off

Work Location:

In person