Office Manager

The Office Manager is a vital member of the team and is responsible for assuring superior customer service to all association members and successful operations of the front office. This position offers a wide variety of administrative support functions with minimum guidance. Successful candidates will be the central point of contact for all association members and will play a primary role in promoting a professional image and valued reputation.

The Office Manager oversees daily operations, ensuring smooth workflow by handling facilities and vendor relations, acting as a central point for communication and maintaining a positive, efficient work environment with strong organizational, problem-solving, and multitasking skills.

REPORTS TO/SUPERVISOR: Membership Director

ESSENTIAL FUNCTIONS:

Customers/Members

• Greets walk-in customers, identifies needs, and, if applicable, directs them to appropriate personnel.
• Understand the Association/MLS dynamics and structure to answer phones, assist members with questions, aid in problem-solving, and address concerns promptly and effectively.
• Stays abreast of programs, products, services, functions, and events occurring in the Association to give proper information when requested.
• Participate in all staff meetings and development opportunities.
• Assists with new member applications.
• Coordinates attendance of new member orientation and ensures proper dissemination of materials.
• Assists in maintaining an accurate member database and promptly records all additions, changes, and deletions.
• Inputs new members into the database system(s).
• Assists with general membership functions.
• Helps Develop and improve affiliate packages to promote and maintain membership.
• Ensures the Membership Director is informed of any problem with the system or membership.

General /Office

• Manage mail coming in and out of the Association. Distribute incoming mail and packages to staff and/or councils in a timely manner.
• Ensure the building and common areas are tidy and stocked and report issues to the Membership Director.
• Keep office building in top condition.
• Oversee office supplies, including kitchen supplies, cleaning supplies, copier and other items requested by staff, ensuring that invoices are correctly appropriated to departments.
• Oversee and schedule meetings on the office and staff calendars.
• Set up the classroom and boardroom for meetings and education classes; if possible, ensure they are set up the day before.
• Assist with preparing class and meeting materials.
• Order food for meetings and classes as needed.
• Shall receive room rental requests and confirm date availability. Once confirmed, the date(s) will be placed on the calendar. Create invoices for room rentals.
• Assist with other Association functions and programs as requested.
• Work assigned schedule and work flexible hours when requested and as needed.
• Possesses knowledge of the SAR By-laws, Policies, and Procedures.
• Possesses knowledge of the MLS Rules and Regulations, lockbox rules and regulations, and policies and procedures.
• Maintain confidentiality of sensitive information.
• Performs all other duties as assigned by your Supervisor or Chief Executive Officer.

Lock Boxes and Multiple Listing Services

• Assist members with lockbox keys, distribution, and returns as needed.
• Is fully knowledgeable of the MLS Rules and Regulations, lockbox rules and regulations, and association policies.
• Assists with lockbox, dues, and MLS billing and receipts.
• Assist with MLS problems and communicate with the MLS Director and vendors to meet members' needs.
• Assist with identifying and successfully resolving MLS listing problems.

QUALIFICATIONS:

• 3 years related experience is preferred.
• Excellent written and verbal communication skills.
• Exceptional listening skills and patience.
• Extensive knowledge of all Microsoft Office applications.
• Ability to multi-task and successfully problem-solve to project a positive, energetic, and professional image naturally

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Ability to walk, stand, and sit (including on the floor) for long periods of time.
• Must be able to lift and carry supplies weighing up to 20 pounds.
• Ability to stand or sit while maintaining alertness for several hours.
• Position may require bending, leaning, kneeling, and walking.
• Ability to speak concisely and effectively communicate.
• Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency.
• Ability to view/enter data for long periods of time.

Job Type: Full-time

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Savannah, GA 31406: Relocate before starting work (Required)

Work Location: In person

We’re excited to welcome you aboard!

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Work Location: In person