Office Manager

Position Overview

The Office Manager provides direct administrative and operational support to the Senior Project Manager and Senior Inspector. This role is responsible for coordinating inspection scheduling, managing administrative workflows, and supporting internal office operations.

The position serves as a central point of coordination across teams—ensuring tenant communications, inspection timelines, purchasing activities, and office needs are handled accurately and on time. This role is highly task-driven and requires strong follow-through, organization, and the ability to manage multiple priorities simultaneously.

Essential Duties and Responsibilities

• Draft, prepare, and distribute tenantfacing correspondence, including inspection notices, appointment confirmations, and followup communications
• Manage email correspondence and respond to internal and external inquiries in a timely and professional manner
• Manage and coordinate annual inspections in collaboration with the Senior Inspector and property staff
• Maintain and update inspection calendars, ensuring all appointments are accurately recorded and communicated
• Monitor inspection timelines, track completion status, and proactively follow up on outstanding items to ensure adherence to required deadlines
• Maintain accurate and organized digital and physical records related to inspections, tenant communications, and administrative documentation
• Coordinate reinspections and support followup actions based on inspection outcomes
• Serve as the primary point of contact for internal office support needs, including troubleshooting basic office equipment and coordinating service requests as needed
• Monitor office supply inventory and submit purchase requests to support uninterrupted operations
• Assist with purchasing activities, including processing orders, tracking deliveries, and reconciling invoices for accuracy
• Coordinate with vendors and internal departments to resolve administrative and operational matters
• Provide administrative and coordination support to the Senior Project Manager and Senior Inspector, including reporting, documentation, and workflow tracking
• Organize and prepare documentation and materials for audits, inspections, and internal reviews
• Track assigned tasks and ensure timely completion through consistent followup and communication
• Support special projects, departmental initiatives, and process improvement efforts as assigned
• Identify inefficiencies in administrative processes and recommend practical, efficiencydriven improvements
  
  

Qualifications

• Associate or bachelor’s degree in business administration, Public Administration, or related field preferred (or equivalent experience)
• Minimum of 2 years of administrative, office coordination, or operations support experience
• Experience supporting scheduling, inspections, property management, or similar operational environments preferred
• Knowledge of public housing, HCV, or HUD compliance environments a plus.
• Strong organizational, analytical, and problemsolving skills.
• Ability to manage multiple priorities with attention to detail and deadlines.
  
  

Skills and Competencies

• Strong organizational skills with the ability to manage multiple deadlines and priorities
• High attention to detail, especially in documentation and scheduling accuracy
• Ability to follow through on tasks with minimal oversight
• Strong written communication skills, particularly in drafting professional correspondence
• Problemsolving ability with a proactive, solutionsoriented approach
• Proficiency in Microsoft Office (Outlook, Word, Excel)
  
  

Benefits and Perks:

Benefits

We value our employees and offer a comprehensive and competitive benefits package designed to support your health, financial well-being, and professional growth:

• Medical, Dental, and Vision Coverage (including PPO plan options)
• Retirement Plan with Employer Contributions
• Generous Paid Time Off, including vacation, sick leave, and observed holidays
• Additional Personal Day to support worklife balance
• Professional Development Opportunities and continued learning support
• Onsite Gym Access
• Monthly Employee Engagement Events and Activities
• Complimentary Coffee and Workplace Amenities