Office Manager

The in person 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.

Disclaimer

Please consider that this is an in-person role. Candidates must reside in the U.S. and be legally authorized to work here to apply.

Benefits

• Salary: $20 - $25 per hour
• Training & Growth opportunities
• Paid time off
• Medical and Dental benefits
• 401(k) benefit