Job Summary

Prime Vacations is seeking a Maintenance Office Manager. This position reports directly to the Director of Operations and provides administrative support to the Maintenance Department. The ideal candidate should have a positive and cooperative team player attitude, with a teachable spirit, eager to provide support and solutions.

Essential Duties & Responsibilities

• Effectively lead and manage employees to deliver operational best practices while identifying opportunities and making recommendations for improving efficiency and quality.
• Work closely with other departments and managers to ensure the overall success of the company.
• Create and maintain the schedule for Maintenance Technicians and Pool Technicians.
• Hire new maintenance employees as needed.
• Schedule and review work orders, preventative maintenance and painting in the homes.
• Coordinate with the cleaning companies when maintenance is being done in the home.
• Schedule the necessary Annual Services in the homes.
• Coordinate and schedule Vendors.
• Approve Invoices from Vendors.
• Month End Billing which includes but is not limited to running a billable time report and checking the accuracy, creating invoices for entities within the company, and billing supplies used.
• Monitor the supplies used for work orders to ensure proper billing. As well as updating the supply inventory when stock is ordered.
• Monitor and count the maintenance inventory bi-weekly and update the inventory software to ensure accuracy.
• Setting up new vendor accounts when a home is onboarded into the rental program and adding the necessary information to our software.
• Keep detailed records of the maintenance performed in the homes and update the corresponding spreadsheets.
• Reviewing the Property Issues Spreadsheet for accuracy and follow up where needed.
• Review employee time keeping for correct punches for payroll.
• Must be available to assist employees during on-call and after hour emergencies/issues.
• Communicating and developing employees to ensure all company standards are met on a consistent basis.
• Performing additional duties as assigned that may be outside of the normal scope based on business needs.
• Schedule insurance inspections and property appraisals as needed.

Required Education and Experience:

• High School diploma, GED, or equivalent required.
• Some College experience, or degree preferred in Business, Accounting, Hospitality, or equivalent.
• Office Manager Experience preferred.
• Self-starting personality with an even disposition.
• Maintain a professional appearance and manner at all times.
• Must be willing to “pitch-in” and help co- workers with their duties and be a team player.

• Leadership skills to motivate, develop staff, and to ensure accomplishment of goals.
• Able to set priorities, plan, organize, and delegate.
• A positive attitude with the desire to learn and improve.
• Results oriented with the ability to demonstrate resiliency, take ownership, and drive results.

Additional Qualifications:

• Proficient in Microsoft Office programs such as Excel, QuickBooks, Word, and Microsoft Outlook.
• Knowledge of TRACK, VillaControl and Breezeway Software programs are a plus.
• Bookkeeping experience, organizational skills, and high attention to detail are required. Some

Accounting experience helpful but not required.

• High Language Skills (Ability to read, analyze, and interpret general business periodicals/journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manual. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.)
• High Mathematical Skills (Ability to calculate figures and amounts such as discounts, interest, commissions, portions, percentages. Ability to apply concepts of basic algebra and geometry.)
• Professional Business skills, with excellent interpersonal skills, with a sensitivity to protecting confidential information.
• High Reasoning Skills (Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished and written, oral, diagram, or schedule form.)
• Professional Business skills, with excellent interpersonal skills, with a sensitivity to protecting confidential information.
• Flexible schedule including evenings, weekends and on-call shifts.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the responsibilities of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 15 pounds and occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Benefits:

• Competitive compensation that corresponds with education and experience
• Medical benefits package, Dental and Vision options
• Vacation Accrual
• Company Paid Holidays

*Prime Vacations is an equal opportunity employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, marital status, veteran status, genetics, or any other category protected under applicable law.

Job Type: Full-time

Salary: From $52,000-$56,000 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Holidays
• On call
• Weekend availability

Ability to commute/relocate:

• Sarasota, FL : Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

Job Type: Full-time

Pay: $52,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Holidays
• On call
• Weekend availability

Ability to commute/relocate:

• Sarasota, FL 34242: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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