Office Administrative Assistant

Job Description

Job Description

FRONT OFFICE ADMINISTRATIVE ASSISTANT Job Description

This is a part time position 15 hours/week with some flexibility in hours during season. It provides a wide variety of administrative support services and customer service functions for the association. Performs office work directly related to the general business operations of the association. This includes the ability to work independently in a fast paced environment in support of the board of directors.

ESSENTIAL RESPONSIBILITIES: (May include some or all of the following as applicable)

·         Assists prospective homeowners and realtors with inquiries regarding the community and the governing documents.

·         Sends governing documents and new owner forms to purchasers.

·         Assists with title company inquiries and estoppel requests as needed.

·         Processes/inputs data from new owner forms to resident database.

·         Meets with new owners after closing to review forms and provide information.

·         Maintains homeowner database and homeowner files.

·         Tracks incoming complaints and refers to board or office manager as required.

·         Assists with complaint acknowledgement and resolution.

·         Receives and tracks architectural control forms.

·         Maintain association website, including uploading new documents and issuing member log ins.

·         Answers telephones promptly, and assists residents with questions and concerns.

·         Assists residents with faxing and copying.

·         Provides clerical support to BOD, including preparation of correspondence, scheduling meetings, copying, faxing, etc.

·         Processes requests by board members or residents for work orders, i.e., facilities repair requests or housekeeping issues, grounds requests, etc. and communicates to appropriate board member and maintenance staff.

·         Processes and tracks facilities use requests.

·         Maintains all association files and cloud back-up for files.

·         Maintains all association forms and documents.

·         Maintains office supply inventory.

·         Maintain keys for facilities and grounds.

·         Maintains and updates resident data for directory.

·         Prepare monthly board meeting and membership meeting agenda packages.

·         Prepare meeting materials including sign in sheets, ballots, voting summaries and vote cards.

·         Attends board meetings, records meetings and takes minutes on an occasional basis as needed.

·         Creates community email blasts, notices and submits information for newsletter.

·         Obtains bids as directed by board of directors.

·         Ensures corporate annual returns are filed with the Florida Division of Corporations.

·         Assists board with annual insurance package renewal.

·         Maintains age verification/HUD compliance information on file.

·         May be responsible for processing of accounts payable (in absence of bookkeeper).

·         Assists residents with account balance inquiries.

·         May be assigned other duties by board of directors or office manager.

SKILLS, KNOWLEDGE & ABILITIES REQUIRED:

Education/Training/Certifications/Licenses:

High school diploma required. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Abilities:

Must possess strong administrative background. Five (5) years of related work experience. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communications skills. Experience in homeowner association environment helpful.

Computer Literacy:

Intermediate command of computer hardware/software is required; specifically, knowledge of Microsoft Windows, Word, Excel, Power Point, QuickBooks and general database familiarity. Experience in maintaining a website is desired.

Availability requirements:

May be occasionally required to attend board or evening membership meetings.

Ability to work extended hours on an occasional, as needed basis.

Physical Requirements:

Ability to lift up to 15 lbs.; work in an upright sitting position for long periods of time, may fluctuate. May handle, grasp and lift objects and packages. Reach with hands and arms, communicate, receive and exchange ideas and information. Ability to quickly and easily navigate the property/buildings as required to meet the job functions; complete all required forms.

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

Working Conditions:

The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.

DISCLAIMER:   This is not an all-inclusive job description. In addition, the Board of Directors has the right to change any portion of this job description at any time and for any reason.  

Property Owners Association

Company Description

Property Owners Association