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
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.
Enter bills, invoices, and credits into AppFolio for processing.
Ensure timely and accurate uploading and review of mail.
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.
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.