What are the responsibilities and job description for the Office Manager position at Coastline Equity Inc?
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Training & development
- Vision insurance
The Office Manager at Coastline Equity is a multi-functional role combining office operations, accounting, and administrative duties. This position ensures smooth office operations, timely vendor payments, and proper insurance compliance for vendors and tenants.
This role requires a highly organized, detail-oriented individual with experience in office administration, financial processes, and insurance compliance. The ideal candidate will excel in time management, problem-solving, and time blocking.
Essential Functions
1. Office Management & Administrative Support
- Serve as the central point of contact for office operations.
- Maintain office supplies, organize workspace, and ensure a clean, professional environment.
- Answer inbound calls and manage general inquiries professionally.
- Manage incoming and outgoing mail—open, scan, distribute, and ensure timely processing of financial documents.
- Oversee new hire onboarding (e.g., desk setup, key cards, business cards).
- Assist executives with reports, documents, and operational needs.
2. Accounts Payable Support
- Enter bills, invoices, and credits into AppFolio for processing.
- Ensure timely and accurate uploading and review of mail.
3. Insurance & Risk Management
- Ensure vendor, tenant, and property insurance compliance across Coastline Equity's portfolio.
- Verify and track insurance certificates from vendors, tenants, and contractors.
- Communicate insurance requirements, renewals, and updates to stakeholders.
- Identify and resolve insurance discrepancies to maintain compliance.
- Maintain an organized database of insurance policies and documentation.
- Work with property management teams to enforce insurance requirements.
- Assist in processing insurance claims and track policy renewals.
4. Financial & Tenant Services Support
- Log and deposit tenant payments into company systems accurately.
- Handle tenant financial communications regarding payment issues, delinquencies, and compliance.
- Ensure accurate property records are maintained in AppFolio.
Requirements
- Strong Microsoft Office Suite, AppFolio, and QuickBooks proficiency.
- Knowledge of AP processes, insurance compliance, and financial reconciliation.
- Excellent organizational skills—able to manage multiple priorities.
- Strong problem-solving and initiative-taking skills.
- Detail-oriented with a high degree of accuracy in data entry & document management.
- Strong communication skills—able to interact professionally with tenants, vendors, and executives.
Work Environment
- Office-based role, requiring regular use of computers, printers, and telephones.
- Ability to sit for extended periods and occasionally lift office supplies.
- Must have a valid driver’s license and reliable transportation for bank deposits, vendor visits, or office-related travel.
Salary : $20 - $25
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