Office Manager/Executive Assistant

Location: Wells, ME
Pay: Salaried $60,000 to $63,0000 per year (based on experience)

Company Overview:

Maine Street Property Management is a fast-growing, tech-forward company specializing in luxury vacation rentals, long-term rentals, and property management services. We are a high-performance, team-oriented organization focused on delivering exceptional service and operational excellence.

Position Overview:

The Office Manager plays a critical role in the day-to-day operations of the company, ensuring the office, team, and systems run efficiently and professionally.

This position works directly under the General Manager, supporting overall operations, while also assisting ownership as needed. The Office Manager serves as a key operational support to leadership and helps ensure accountability, organization, and follow-through across the team.

This is a high-trust role requiring a self-motivated, competent, and discreet professional who can operate independently, maintain strong professional boundaries, and contribute to the success of the business at a high level.

Key Responsibilities:

Office & Operational Support

• Support the General Manager in overseeing daily office operations and maintaining efficient workflows across all departments
• Help ensure staff accountability, attendance, and adherence to company standards
• Identify operational gaps and assist in implementing solutions
• Maintain organization of office systems, documentation, and supplies

Team Support & Accountability

• Assist leadership in tracking team performance and ensuring follow-through on responsibilities
• Maintain professionalism and appropriate boundaries within the team
• Escalate issues, concerns, or performance gaps to the General Manager as appropriate
• Support onboarding and training coordination across departments

Administrative & Executive Support

• Provide high-level administrative support to the General Manager and ownership
• Prepare reports, track key metrics, and assist with company meetings
• Coordinate internal communications and follow-ups
• Handle confidential information with discretion and professionalism

Financial & Office Management Tasks

• Manage incoming mail, deposits, and check processing
• Support billing coordination and administrative financial tasks
• Maintain accurate records and ensure timely processing of key office functions

HR & Compliance Support

• Assist with employee documentation, HR processes, and internal recordkeeping
• Support compliance with company policies and procedures
• Maintain confidentiality in all employee-related matters

Communication & Front Office

• Serve as the first point of contact by answering and directing incoming calls with professionalism and efficiency

Cross-Departmental Support

• Be trained across all departments (vacation rentals, long-term rentals, maintenance coordination, etc.)
• Step in to support operations as needed to keep the business running smoothly
• Assist with special projects, process improvements, and system implementations

Qualifications:

• Proven experience in office management, operations, or high-level administrative roles
• Strong organizational skills with the ability to manage multiple priorities
• Self-motivated with the ability to work independently and take initiative
• Professional, discreet, and trustworthy with sensitive information
• Strong communication and problem-solving skills
• Ability to maintain professionalism and objectivity within a team environment
• Tech-savvy; comfortable with Microsoft Office and property management systems (Buildium preferred)
• Experience in property management, hospitality, or a service-based business is a plus

What We’re Looking For:

• A dependable, steady presence in the office who helps keep operations organized and on track
• Someone who takes initiative and follows through without constant direction
• A team player who can support multiple areas of the business as needed
• A professional who prioritizes the success of the business and maintains appropriate workplace boundaries

Compensation & Benefits:

• Health, Dental, and Vision Insurance (70% Company Paid)
• Paid Time Off and Paid Holidays
• Bonus Structure
• $50/month Phone Reimbursement
• Company Vehicle Usage During Workday
• Short-Term, Long-Term, and Life Insurance (100% Company Paid)
• Opportunities for Growth and Professional Development

Schedule:

In-person in Wells, Maine

Full-time, 40 hours per week

Monday to Friday, standard business hours