Office Manager

Job Title: Office & Property Manager

Location: Miami, Florida, USA

Management / Direct Reports: Yes / One Direct Report

Reports To: Director, People Experience

About Us:   Phoenix American Companies has been a leading brand in Vehicle Service Contract (VSC), Guaranteed Asset Protection (GAP) and similar ancillary products industry since 1985.  We pride ourselves on living our core values every day—honesty, integrity, teamwork, and accountability—guiding how we work, support one another, and serve our organization.

Position Summary:

We are seeking an experienced, proactive Office Manager with a strong background in property maintenance. The ideal candidate will have at least two years of experience overseeing or coordinating maintenance tasks related to commercial or residential properties. This role requires excellent organizational skills, attention to detail, and the ability to manage office operations while ensuring property issues are handled efficiently and professionally.

Key Responsibilities:

Office Management

• Oversee daily office operations, including supplies, vendor relations, filing systems, and general administration
• Facilities & Mailroom Supervision
• Manage, coach and support Mail/Salesclerk
• Serve as the point of contact for internal teams regarding office logistics
• Serve as the main point of contact for staff, vendors, and service providers
• Support HR or finance functions as needed 

Property Maintenance Coordination

• Manage and coordinate repairs, maintenance requests, and facility upkeep
• Liaise with contractors, vendors, and property management teams to ensure timely service delivery
• Maintain records of maintenance schedules, inspections, and service logs
• Ensure compliance with health, safety, and building regulations
• Respond promptly to maintenance issues and emergencies, coordinating solutions

Communication & Reporting

• Prepare reports on office and property-related activities and costs
• Communicate clearly with internal teams and external stakeholders
• Track and manage maintenance budgets and office expenditures

Qualifications:

• 2 years of experience in a property management or maintenance coordination role
• 3 years in an office manager role
• Proven experience in office management or administrative support
• Strong organizational and multitasking skills
• Excellent communication skills, both written and verbal
• Proficiency with MS Office
• Ability to handle confidential information with discretion

Preferred Qualifications:

• Experience working with contractors, vendors, or landlords
• Knowledge of building systems (HVAC, plumbing, electrical, etc.)
• Basic understanding of lease agreements and facility compliance requirements
• Familiarity with property management systems or maintenance ticketing systems is a plus