Spokane
Job Description Office Manager – Retirement Community / Mobile Home Park Position Title: Office Manager Reports To: Community Manager / Property Owner Classification: Full-Time, On-Site Location: Retirement Community / Mobile Home Park Position Summary The Office Manager oversees the daily administrative, financial, and resident-service operations of a retirement-focused mobile home park. This role ensures the community runs smoothly, residents receive timely support, records remain compliant, and communication between management, vendors, and residents is efficient and professional. The ideal candidate is organized, personable, comfortable with seniors, and able to handle a high volume of administrative and customer-service tasks with accuracy and empathy. Key Responsibilities Resident Services & Community Support • Serve as the primary point of contact for residents, family members, prospective tenants, and vendors., • Provide warm, respectful, and solution-oriented customer service for a predominantly senior population., • Assist with applications, move-ins, screenings, lease signings, and move-outs., • Maintain resident files in accordance with state, county, and community standards., • Coordinate notices, newsletters, community communications, and emergency updates., • Manage the front office, phone system, emails, and walk-in inquiries., • Prepare resident correspondence including notices, violations, reminders, and rent increase letters., • Maintain digital and physical filing systems., • Track and schedule maintenance requests; coordinate with maintenance staff and contractors., • Ensure compliance with local housing codes, park rules, fair housing guidelines, and community policies., • Process monthly rent billing and payments via checks, ACH, online platforms, or in-office payments., • Record receipts, update ledgers, and follow delinquency protocols., • Prepare bank deposits and reconcile accounts., • Assist with the annual budget process, vendor invoicing, and expense tracking., • Issue late notices and coordinate payment plans as directed by management., • Create and track work orders; prioritize maintenance needs based on urgency., • Communicate regularly with maintenance staff and third-party vendors., • Obtain quotes for repairs, capital improvements, and community projects., • Post and distribute required legal notices per Washington State RCWs and community rules., • Maintain records for inspections, safety checks, water testing (if required), and utility compliance., • Assist with park model registrations, titling, and documentation for home sales and transfers., • Ensure adherence to all landlord/tenant laws, including manufactured housing statutes. Required Skills & Qualifications • 2–3+ years of experience in property management, office administration, or related field., • Strong customer-service background, especially with senior populations (preferred)., • Proficiency with office software (Microsoft Office, QuickBooks, Rent Manager/Yardi/AppFolio or similar)., • Excellent communication skills—written, verbal, and interpersonal., • Strong organizational and multitasking abilities., • Ability to remain calm and professional during resident concerns or challenging situations., • Familiarity with Washington State landlord-tenant laws (Manufactured/Mobile Home Landlord-Tenant Act) preferred., • Ability to maintain confidentiality and handle sensitive information. Physical & Work Environment Requirements • Ability to work in an office environment within a residential community., • Occasional walking throughout the property to meet residents or verify concerns., • Ability to lift up to 20 lbs (documents, office supplies, small equipment)., • Regular interaction with senior residents; patience and empathy required. Schedule & Compensation • Full-time, typically Monday–Friday (hours may vary based on resident needs)., • Occasional weekend or evening work during community events or emergency situations., • Compensation based on experience; may include benefits such as PTO, health insurance, housing discount, or retirement contributions depending on employer. Core Competencies • Empathy & Patience: Comfortable serving senior residents with varying needs and communication styles., • Organization: Able to manage files, deadlines, compliance tasks, and daily office operations., • Problem Solving: Quick, resourceful, and able to make decisions with sound judgment., • Confidentiality: Handles personal, financial, and sensitive information appropriately., • Professionalism: Represents management with integrity and consistent follow-through.