Front Office Administrator #112

Job Description

Job Description

Formed in 1988, Cal-Am Properties, Inc. is one of the largest privately held operators of RV resorts, manufactured home communities and apartment communities in the United States. Through teamwork and dedication, our staff are valued as an important component to our total success. Everyone at Cal-Am is continually working today for tomorrow’s lifestyle ensuring those we serve have an unparalleled experience of the highest quality.

FRONT OFFICE ADMINISTRATIVE ASSISTANT
Performs a variety of administrative duties for the community office and residents.

Responsibilities

• Composes and produces business correspondence, reports, and related materials or guides the work of other staff who produce these materials.
• Serve as the first point of contact for the community.
• Answer and direct incoming telephone calls professionally.
• Greet and assist residents, visitors, vendors, and prospective residents.
• Provide courteous, professional support during all resident and sales-prospect interactions.
• Direct questions and requests to the appropriate team member and ensure timely follow-up.
• Process bank deposits and Accounts Payable/Receivable.
• Edits documents produced by others.
• Ensures confidentiality and controls access to sensitive information, such as staff personnel files.
• Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.
• Serves as an internal resource to administrators or staff on departmental and company procedures.
• Researches information, as requested, and relays official interpretations.
• Performs administrative duties associated with scheduling and coordinating meetings.
• Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.
• Records and summarizes minutes for typing and distribution.
• Researches and gathers data for departmental reports.
• Conducts preliminary analysis of data.
• Recommends report content and format to display findings most effectively.
• Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries.
• Tracks and monitors assigned budget expenditures and reports on variances.
• Coordinates preparation, development, and production of major documents, such as proposals and manuscripts.
• Oversees office operations.
• Implements changes or enhancements to procedures to improve productivity, efficiency, and service.
• Supervises office employees and/or intern workers, as assigned.
• Schedules, assigns, and prioritizes workloads by setting appropriate deadlines.
• Monitors employee performance on a regular basis.
• Ensures timely completion of unit's work.
• Position duties and work schedule may change according to business needs at any time or as instructed by management.

Job Qualifications

• Minimum Education: High School
• Minimum Experience: 1-2 Years
• Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.
• Preferred Education: Bachelor's Degree
• Preferred Experience: 3 Years
• Preferred Field of Expertise: Combined secretarial and administrative experience in a business environment.