Find & Apply For Office Manager Jobs in Panama City Beach, Florida

Virtuous Management Group (VMG) is proud to be the maintenance service provider of choice for our many exquisite and beautiful properties. Our mission, "to facilitate the growth of beautiful communities," sets the industry-standard for service in the properties we manage.

POSITION OVERVIEW

We are seeking a highly organized, professional, and service-oriented Office Administrator / LCAM to join the management team of a large-scale high-rise condominium community in Panama City Beach. The Office Administrator / LCAM plays a key role in supporting the Resort Manager, Board of Directors, owners, vendors and management partners . This position is responsible for a broad range of administrative, financial, records-management, and owner-relations functions.

ESSENTIAL FUNCTIONS

: Key Responsibilities Owner Communications & Customer Service Prepare and distribute professional owner communications, notices, and correspondence. Respond promptly and professionally to routine owner inquiries by phone, email, and in person. Maintain a high level of customer service and professionalism when interacting with owners. Clearly communicate Association policies, procedures, deadlines, and administrative requirements. Identify and appropriately escalate complex or sensitive owner concerns to the Resort Manager. Maintain confidentiality when handling owner, financial, and Association information. Board of Directors Support Prepare and distribute Board meeting packets and supporting materials. Compile financial reports, proposals, vendor information, correspondence, and other documentation for Board review. Ensure Board materials are accurate, complete, organized, and distributed in a timely manner. Assist the Resort Manager with Board meeting preparation and follow-up. Track action items, deadlines, and required documentation. Meeting Notices & Calendars Prepare and distribute notices for Board meetings, annual meetings, special meetings, and other Association meetings. Maintain Association meeting calendars and administrative deadlines. Assist with meeting documentation and follow-up requirements. Accounts Payable Receive, organize, review, and process vendor invoices. Verify invoices for accuracy, appropriate coding, supporting documentation, and proper authorization. Coordinate invoice approvals with the Resort Manager and appropriate Association personnel. Submit approved invoices to VMG for processing and payment. Monitor outstanding invoices and assist with resolving billing discrepancies. Maintain organized accounts payable records and supporting documentation. Communicate with vendors regarding invoice questions, documentation, and payment status as appropriate. Accounts Receivable Monitor activity and maintain accurate account records. Review and follow up on outstanding balances. Assist with delinquency and collection processes in accordance with Association procedures. Respond professionally to owner questions regarding account balances, payments, assessments, and related matters. Coordinate owner account issues and account information with VMG and the Resort Manager. Maintain accurate documentation related to owner accounts and collection activity. Contracts & Association Files Maintain organized electronic and physical Association records. Maintain contracts, agreements, vendor documentation, and administrative files. Track contract expiration, renewal, and insurance dates. Ensure important documents are properly organized and readily accessible. Assist with maintaining accurate vendor and Association records. Compliance & Records Assist with Association compliance requirements and administrative deadlines. Maintain required Association documentation. Maintain owner and Association records in accordance with applicable requirements and Association policies. Coordinate records requests and assist with ensuring appropriate documentation is provided. Coordinate compliance matters with the Resort Manager, VMG, attorneys, and other professionals as appropriate. Certificates & Documentation Coordinate certificates, records, and documentation requested by owners, lenders, insurance companies, vendors, and other authorized parties. Assist with gathering and maintaining documentation required for Association transactions and administrative matters. Ensure requests are handled accurately, professionally, and within appropriate timeframes. Administrative & Special Projects Assist the Resort Manager and Board of Directors with special administrative projects. Coordinate project documentation, correspondence, and deadlines. Assist with maintaining administrative calendars and tracking important Association obligations. Support the overall operation of the Association office as needed.

QUALIFICATIONS AND SKILLS

Active Florida

CAM/LCAM

license preferred or required, as applicable to the position. Experience in condominium, HOA, resort, property management, or a related administrative environment strongly preferred. Strong accounts payable and accounts receivable experience required. Excellent written and verbal communication skills. Professional and courteous telephone and email communication. Strong organizational skills and exceptional attention to detail. Ability to prioritize multiple responsibilities and meet deadlines. Ability to communicate effectively with owners, Board members, vendors, contractors, and professional service providers. Strong computer skills and proficiency with Microsoft Office, email, spreadsheets, and document management systems. Ability to handle confidential financial and Association information with discretion. Ability to work independently while also functioning effectively as part of a management team. Professional demeanor and commitment to providing excellent owner service. The Ideal Candidate The ideal candidate is a highly organized and dependable professional who communicates exceptionally well and takes ownership of their responsibilities. This individual understands that the position requires more than administrative skills. It requires the ability to build positive working relationships with owners and Board members, maintain accurate financial records, follow through on commitments, and handle day-to-day issues with professionalism and good judgment. Strong communication skills are essential. The ideal candidate will be comfortable communicating professionally with condominium owners, Board members, vendors, management professionals, and other stakeholders while handling sensitive and sometimes complex matters with discretion, accuracy, and professionalism. The successful candidate should also have strong accounts payable and accounts receivable skills , excellent attention to detail, and the ability to manage multiple priorities in a fast-paced resort environment. There will be times outside of normal scheduled hours that this position may need to attend requiring evening and/or weekend hours such as, attendance at Board Meetings and other Community Events. This Job Description represents an overview of the responsibilities for the above referenced position. It is not intended to represent a comprehensive list of responsibilities. An employee should perform all duties as assigned by management.

Salary:

Negotiable based on experience. Benefits package available the 1st of the month following 30 days of full time employment. Virtuous Management Group is an Equal Opportunity Employer. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, or any other characteristic protected by federal, state, or local laws.

Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Life insurance Paid time off Referral program Vision insurance

Work Location:

In person