Associate Property/Office Manager(Spanish Required)

Position Summary
The Office & Property Manager ensures efficient management and operations of NHSQ’s
event spaces and offices at the Casita property. This role demands excellent organizational,
administrative, and customer service skills to maintain a professional, welcoming
environment and facilitate smooth event execution.

Key Responsibilities
Office Administration:
 Serve as the primary point of contact for all office-related needs.
 Maintain office supplies and equipment; manage vendor relationships for
maintenance, cleaning, and office services.
 Organize shared workspaces, ensuring the office environment remains clean,
professional, and welcoming.
 Manage incoming and outgoing communications, including phone calls, mail, and
emails to general inboxes.
 Provide administrative support to staff and leadership, including scheduling,
document preparation, and printing.

Facility Management & Maintenance:
 Coordinate routine and preventative maintenance including HVAC, plumbing,
electrical, security systems, and janitorial services.
 Conduct regular inspections of the Casita property to promptly identify and address
maintenance issues.
 Manage inventory of supplies and equipment needed for property upkeep and
events.
 Liaise with contractors and vendors to complete renovations and repairs as
required.
Event Coordination & Client Relations:
 Respond to inquiries about event space rentals, conduct facility tours, and provide
detailed rental information to prospective clients.
 Manage booking calendars, contracts, and event schedules, ensuring clear
communication and documentation.
 Coordinate logistics for events, including space preparation, audiovisual setup,
catering arrangements, and additional amenities as needed.
 Oversee setup and breakdown of events, ensuring event spaces are promptly
restored to original condition post-event.
 Act as the primary client liaison, addressing questions, resolving issues promptly,
and ensuring high levels of customer satisfaction.
Finance and Data Entry Support:
 Assist with basic bookkeeping tasks under the guidance of finance personnel.
 Perform data entry of invoices, receipts, and financial transactions into relevant
systems.
 Track and submit staff reimbursements and maintain records for petty cash and
office expenses.
 Prepare documentation to support financial reporting and grant compliance as
needed.
Technology and Facilities Coordination:
 Liaise with IT support vendors to resolve technical issues and manage technology
needs.
 Monitor functionality of office equipment and coordinate necessary repairs or
replacements.
 Support staff with basic technology issues and assist new hires with onboarding to
internal systems and accounts.

Safety, Compliance, and Risk Management:
 Ensure compliance with health, safety regulations, local laws, and NHSQ policies.
 Implement and maintain emergency preparedness procedures and conduct regular
safety inspections.
 Manage facility-related risks, insurance requirements, and liability concerns.
Qualifications:
 2-4 years of experience in facility management, office administration, or event
coordination.
 Exceptional organizational, communication, and customer service skills.
 Proficiency in Microsoft Office Suite, booking software, and finance management
tools.
 Flexibility to work evenings and weekends, based on event schedules.
Reporting:
Reports directly to the Executive Director or designated supervisor at NHSQ. This role
significantly contributes to NHSQ's mission by maintaining a dynamic, communityoriented
space that supports events, civic engagement, and organizational effectiveness.