An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Are you an organized, supportive administrative professional looking to take the next step in your career and help a vibrant community thrive? Spherion Naples is seeking a detail oriented, highly dependable Assistant Office Manager to join a premier residential community in Naples, Florida. In this comprehensive role, you will work directly with the Board of Directors, office team, and service providers to oversee daily operations, streamline governance, assist property owners, and ensure community assets remain secure and well maintained. If you excel in a fast paced environment where your dedication directly impacts the daily lives of residents, this Assistant Office Manager role is your opportunity to build a rewarding career and reach a better place in your professional journey!
Responsibilities:
Records & Documentation:
Maintain the membership directory, update official association records in designated property management software, secure all corporate filings, permits, licenses, and draft office processes/procedures manuals.
Governance & Meetings:
Prepare and mail statutory notices, agendas, proxies, and meeting packages; determine notice timelines and calculate voting quorums; attend Board and Member meetings, draft minutes, and coordinate audit/FHA/workers' compensation reporting.
Resident Services & Communications:
Serve as the primary point of contact for resident inquiries, complaints, and facility/clubhouse reservations; publish community updates across websites, bulletin boards, and common area physical boards; meet and welcome new residents.
Unit Transfers & Leasing:
Process property transfer and lease applications, conduct credit and background checks in accordance with governing documents, and advise the Board on approvals.
Financial & Accounting Support:
Collect and deposit assessment checks and fees; calculate estoppel certificates; monitor accounts receivable and issue late notices; code and review invoices for Board approval; run checks for signers; assist bookkeepers with payroll, delinquency reports, monthly financial statements, and annual reserve/budget planning.
Operations & Compliance:
Maintain vehicle, guest, pet, and emergency vendor contact registries; purchase office supplies, keys, and security fobs; enforce rules under Board guidance; issue violation notices; liaise with legal counsel on record inspections.
Facilities, Maintenance & Projects:
Conduct daily physical inspections of community property; schedule component replacements; coordinate required fire safety, elevator, pool, generator, dock, and insurance inspections; collect vendor W-9s and Workers' Compensation policies; supervise contractors and project bids.
Emergency & Hurricane Preparedness:
Remain accessible during declared local emergencies, implement the community Hurricane Preparedness Program, coordinate pre-storm vendor preparation, conduct post-storm damage assessments, and direct cleanup operations.
Preferred Skills:
Prior experience in residential community association management (HOA or Condominium) Familiarity with property management software platforms, digital record systems, and board governance processes Knowledge of Chapter 468, Part VIII, and Chapter 720/718
Florida Statutes Required Skills:
Active Florida Community Association Manager (CAM) license in good standing with the DBPR Strong organizational skills with hands-on experience maintaining official records, directories, and compliance files Working knowledge of basic bookkeeping practices, including processing invoices, bank deposits, accounts receivable, and payroll coordination Excellent written and verbal communication skills for resident relations, vendor coordination, and meeting preparation Ability to inspect community facilities daily, track vendor insurance requirements, and oversee maintenance contractors Readiness to remain reachable during emergency conditions and actively participate in hurricane response operations
