Job Overview:The Administrative Assistant assists with the management and administration of theday to dayoperations of the Community Association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners. Serves as the primary source of contact for residents and homeowners on association matters.Your Responsibilities:
Regular attendance and punctuality are essential functions for the role
Assure that the policies,resolutionsand other acts of the Board are carried out
Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
Provide excellent customer service andmaintainopen lines of communication with fellow Associates,homeownersand Board
Manages the day-to-day operations of the Front Desk, to include training of associates
Reconciles daily transactions made through the Front Desk registers
Ensures all necessary forms and materials are available at each desk for resident access
Ensures all office supplies are stocked and ordered
Monitors all copier machines to insure they are functional and stocked
Manages the setup of new residents into the community with access to the various systems
Ensures the Welcome Packet is always up to date with proper documentation loaded to the website as necessary.
Coordinates New Resident meetings to review the Welcome Binder
Supports the New Resident Welcome Orientation
Manages the resident pages of the website to ensure current applicable information and documents
Answer phones to provide information and direct callers as necessary
Greet residents upon entry and offer necessary support in check in, event sign up, etc.
Properly document calls and work order submittals into Connect system
Provides administrative support as needed
Executes facility opening and closing procedures
Receives, date stamps, separates, and distributes incoming mail and other materials
Board packet collation and distribution to Board members via the gatehouse
Schedule rental of campsites, clubhouse/pavilion, collect monies and refunds (if required)
Resolve routine property owners’ issues and concerns. Escalate to Manager if needed.
Skills & Qualifications:
Bachelor’s Degree or combination of education,experienceand training.
Strong organizational skills
Strong written and verbal communication skills
Excellent word processing,mathematic, and computer skillsrequired.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting,carryingand moving objects that can weigh up to 25 lbs. This movement can occur throughout the day.
Mustalso be able to climb several flights of stairs if necessary.
Must be able to sit and stand for extended periods of time.
Must be able to communicate both on the phone and in person with our clientsin order toresolve issues and manage the business.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the officein order tomake copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuouslyin the process of communicatingwith guests, supervisors, and other associates.
Capable of working extended hours,to includeevenings,weekendsandholidaysas necessary.
This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
Must be able to work on more than one assignment at a time with frequent interruptions,changesand delays.
Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances.
For safety reasons,employeemust remain alert to working conditions and aware of safety, health, and environmental concerns.
Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties
The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hours overand above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
What We Offer :As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision,and others. In addition, you will be eligible for time off benefits, paidholidaysand a 401k with company match. Occasional travel may berequiredto attend training and other company functions.Compensation :$19.00-$22.00/hourDisclaimer Statement :The above informationonthis description has been designed toindicatethe general nature and level of work performedby employees within this classification. It is not designed tocontainor be interpreted as a comprehensiveinventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not anall-inclusivejob description; therefore, management has the right to assign or reassign schedules,dutiesandresponsibilities to this job at any time.