Office Manager in Tampa, Florida at Tampa Housing Authority

Tampa Housing Authority

Department: North Tampa Housing Development Corporation Date:

(NTHDC)

Reports To: Director – NTHDC FLSA: E

Summary

The Office Manager provides comprehensive administrative, operational, and procurement support to the Director of NTHDC and the department. This role ensures efficient end‑to‑end coordination of departmental travel, purchasing activities, office operations, and inter-departmental coordination. The position requires exceptional organizational skills, attention to detail, and the ability to manage confidential information with discretion while supporting a standalone office location.

Essential Job Functions

Administrative Support

1. Manage calendars, schedule meetings, and coordinate appointments for the Director and department staff.
2. Prepare correspondence, reports, presentations, and briefing materials as needed.
3. Handle incoming calls, emails, and inquiries, ensuring timely and professional responses.
4. Provide clerical and administrative support to all departmental functions and initiatives.

Document & Records Management

1. Maintain electronic and physical filing systems for contracts, procurement documents, travel records, budgets, and departmental archives.
2. Assist in compiling, formatting, and distributing meeting agendas, minutes, and supporting documentation.
3. Ensure departmental records are organized, current, and compliant with organizational standards and policies.

Operational Coordination

1. Manage end‑to‑end departmental travel, including research options, booking transportation and lodging, preparing itineraries, tracking costs, and ensuring compliance with agency travel policies and HUD reporting requirements.
2. Coordinate procurement activities, including preparing purchase orders and requisitions, tracking purchase orders, managing vendor communication, and monitoring delivery and invoice completion.
3. Track and process invoices, purchase orders, travel reimbursements, and expense reports in collaboration with Finance, ensuring accuracy and adherence to organizational procedures and HUD requirements.
4. Support budget monitoring, reporting, and reconciliation activities.

Office Management

1. Oversee daily operations of a standalone office, ensuring the facility is organized, properly equipped, and functioning smoothly.
2. Manage office inventory, equipment maintenance, supply ordering, and vendor relations.
3. Serve as the on-site point of contact for building management, security, maintenance, and other operational partners.

Communication & Liaison

1. Serve as the first point of contact for internal and external stakeholders, providing professional communication and responsive support.
2. Coordinate with other departments, including Finance, Contracting & Procurement, HR, and IT to ensure seamless workflow and information sharing.

Special Projects

1. Assist with event planning, training sessions, program launches, and departmental initiatives.
2. Provide research, data entry, and administrative support for the PBCA, compliance reporting, and special assignments delegated by the Director.

Knowledge, Skills, and Abilities

1. Strong organizational skills and attention to detail.
2. Professional demeanor and commitment to customer service excellence.
3. Ability to manage confidential and sensitive information with discretion.
4. Strong written and verbal communication skills.
5. Proficiency with office technology, recordkeeping systems, scheduling tools, and communication platforms.
6. Ability to prioritize multiple tasks and adapt to changing needs in a fast‑paced environment.

Minimum Qualifications

High school diploma or equivalent; Associate degree preferred. Minimum of 2 years of administrative experience, preferably in housing or nonprofit sectors. Proficiency in Microsoft Office Suite and document management systems. Strong written and verbal communication skills. Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Other: Valid Florida Driver’s License; Insurable under the agency’s insurance policy.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.