4 Office Manager - Carillon Properties Jobs in Kirkland, WA
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Office Manager - Carillon Properties
$82k-108k (estimate)
Full Time
1 Week Ago
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The Woodmark Hotel & Still Spa is Hiring an Office Manager - Carillon Properties Near Kirkland, WA
Carillon PropertiesOpportunity: Office Manager
Full-Time, $52,000 - $58,000 / year, DOE
This position is at Carillon Properties, the parent company of The Woodmark Hotel & Still Spa. Salaried position for an entry-level individual hoping to get their foot in the door with a property management company. A desire to learn more about real estate/property management is a must. Lots of opportunity for growth. Ability to provide support to a busy office is a must.
What We Are Looking ForThe Carillon Properties Office Manager is responsible for a variety of tasks, including greeting guests, coordinating lunches, maintaining cleanliness and office supplies, collecting Certificates of Insurance, and more. This position requires a high degree of organization and attention to detail, along with excellent communication and customer service skills.
Essential Job FunctionsGeneral
Carillon Properties is an Equal Opportunity Employer (EOE) and is committed to providing equal opportunities regardless of age, race, religion, color, national origin, citizenship, sex, veteran's status, disability, or any other legally protected status.
Full-Time, $52,000 - $58,000 / year, DOE
This position is at Carillon Properties, the parent company of The Woodmark Hotel & Still Spa. Salaried position for an entry-level individual hoping to get their foot in the door with a property management company. A desire to learn more about real estate/property management is a must. Lots of opportunity for growth. Ability to provide support to a busy office is a must.
What We Are Looking ForThe Carillon Properties Office Manager is responsible for a variety of tasks, including greeting guests, coordinating lunches, maintaining cleanliness and office supplies, collecting Certificates of Insurance, and more. This position requires a high degree of organization and attention to detail, along with excellent communication and customer service skills.
Essential Job FunctionsGeneral
- Greet guests, answer telephones, take and relay messages, put callers into voicemail system in a professional and courteous manner, manage work order and access requests.
- Mailings
- Organize, date stamp, and distribute all mail and incoming facsimiles
- Compile checks for Esther to deposit
- Prepare and distribute mail and FedEx/UPS shipments as needed
- Mail out monthly invoices and any miscellaneous mailing for the accounting and marina departments
- Maintain cleanliness of kitchen and front reception area
- Keep the kitchen and work area clean
- Keep counters clean throughout the day
- Load and unload dishwasher
- Maintain office equipment and office and break room supplies (keep fully stocked and organized)
- Copier (To clear jams, follow instructions given on the screen. Any time a jam or problem cannot be repaired, please contact Pacific Office Automation)
- Quadient postage machine – replenish funds as necessary
- Letterhead/business stationary (Alpha Graphics)
- Parking Validation (Parking Manager)
- Parking Permits (HD Supply)
- All general office supplies – copy paper, pens, highlighters (Staples)
- Kitchen supplies/coffee – (Costco/Staples/Aramark/Amazon)
- Water, juice, soda for break room (Pepsi/Costco)
- Lunches
- Coordinate lunch delivery on T, W, Th each week
- Coordinate Food Trucks on Tuesday (March – September)
- Employee Birthdays
- Put together a list of all employee birthdays. List on the calendar and work with Management Team to acknowledge each employee on their special day
- Program and issue cards
- Process card key paperwork, copy for accounting, file in application book
- Maintain tenant/vendor card key applications
- Facilitate Marina vendor authorization, access, and card key distribution
- Enter and assign all work requests from CP tenants, hotel staff, and security logs
- Update tenants and other staff members on the status of in progress work requests as needed
- Review security logs and generate any work orders that may be necessary
- Collect vendor COI and keep in a hard copy binder at front desk
- Create a folder on the S-drive where we store all vendor COI
- Create an Excel spreadsheet showing names of vendors and when their COI expires
- Reach out to vendors on a monthly basis to send updated COI
- Collect tenant’s COI and keep a hard copy in their lease file
- Create and Excel spreadsheet showing tenant names and when their COI expires
- Reach out to tenants on a monthly basis to send updated COI
- Manage the tenant contact list and update regularly as needed. Provide updated copies to team members and save most recent copies on S-drive.
- Send email updates to tenants as necessary from the Facilities Department or Property Management
- Ensure emails are sent to the correct individuals as each tenant’s office
- Answer any initial questions, provide application forms, take payments, deliver applications to Esther, activate access as directed
- Work with the Property Manager, Marina Manager, and Parking Manager daily on PM activities to provide support. This can be the monthly newsletter, planning tenant appreciation events, property events, tenant/marina gifts, etc.
- Work with the Controller and Accounts Payable Department to see if any tasks are needed. Filing, printing, and help as needed.
- Medical, Dental, and Vision Insurance.
- Group Life Insurance (Paid by the company).
- 401(k) Plan after 1-year of employment
- Paid Time Off.
- 14 Paid Holidays
- Lunch provided Tuesday, Wednesday, & Thursday
- Easy access to work - centrally located in Kirkland, Washington.
- Free on-site parking.
- Carillon Point property discounts and perks.
- High school diploma or equivalent required.
- Previous Front Office management experience is a plus but not required.
- A strong interest in commercial real estate/property management.
- Must be a United States citizen or possess a valid work permit.
- Must be at least 18 years of age.
- Must have a natural ability to interact with others.
- Must be able to read, write and speak English.
- Must be able to accurately follow verbal and written instructions.
- Must possess excellent communication skills.
- Must have excellent listening skills.
- Must be able to work in a fast-paced environment.
- Must be professional in appearance and demeanor.
- Must always ensure a teamwork environment.
- Ability to work Monday - Friday, 8am to 5pm.
- Must have the ability to effectively interact with guests and team members; and resolve problems/conflicts in a diplomatic and tactful manner.
- This is a primarily seated position, but must be able to stand on feet with intermittent periods of walking.
- Must be able to frequently lift and carry up to 25 lbs. at shoulder height.
- While primarily an indoor job, must be able to walk outside in a variety of weather conditions (rain, wind, snow, heat).
- Must be able to climb stairs occasionally, both indoors and outside in a variety of weather conditions (rain, wind, snow, heat).
Carillon Properties is an Equal Opportunity Employer (EOE) and is committed to providing equal opportunities regardless of age, race, religion, color, national origin, citizenship, sex, veteran's status, disability, or any other legally protected status.
Job Summary
JOB TYPE
Full Time
SALARY
$82k-108k (estimate)
POST DATE
06/21/2024
EXPIRATION DATE
06/27/2024
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