Office Manager of Continuing Care Retirement Community

Tmc-Sa - Gainesville, FL

Full-time - Mid Level

Gainesville, FL

Professional, Scientific, and Technical Services

About the position

The Office Manager at a Continuing Care Retirement Community is responsible for supervising the reception and concierge teams, overseeing daily administrative operations, and ensuring exceptional customer service for residents, visitors, and team members. This role acts as a central communication point, supporting various departments and maintaining efficient office management aligned with the community's mission.

Responsibilities

• Supervise the reception and concierge team members.
• Oversee daily operations of Administration and front office services.
• Provide clerical support to administrative staff, including document preparation and appointment scheduling.
• Manage office supplies, including ordering and stocking.
• Maintain filing systems and retrieve information as needed.
• Serve as contact point for third-party vendors.
• Update resident contact information using management software.
• Coordinate appointment scheduling and assist with transportation services when needed.
• Develop and maintain work schedules for front desk staff.
• Assist with training new receptionists and keep staff updated on policies.
• Ensure operational functionality of the Member Business Center and equipment.
• Support receptionists and concierge in assisting residents and visitors.
• Oversee mail and package handling for residents and staff.
• Collaborate with other departments to meet residents' needs efficiently.
• Prepare communication documents from shared event management system.
• Answer and route incoming phone calls accurately.
• Manage supplies and service needs for copying machines.
• Report suspicious activity to security and maintain confidentiality of residents' information.

Requirements

• High school diploma or equivalent required; associate degree in business or administration preferred.
• 2 years of experience in customer service or office administration.
• Experience managing multi-line phone systems.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of various computer software applications and ability to learn new ones (e.g., Smartsheet, Reserve Cloud).
• Strong multitasking and organizational skills in a fast-paced environment.
• Excellent communication skills with a clear, professional speaking voice.
• Ability to work well with residents, staff, and external partners.
• Valid Florida Driver's License with a good driving record.

Nice-to-haves

• Experience with Smartsheet, Reserve Cloud, ICON, TELS, etc.