Office Administrator

Job Description

Job Description

The Office Administrator is responsible for handling homeowner phone calls, receiving and coding invoices, entering work orders, and assisting with oversight of common amenity buildings in accordance with policies and procedures.

DUTIES AND RESPONSIBILITIES

Front Office

·         Represent the company in a professional and friendly manner.

·         Answer inquiries and direct calls to the appropriate personnel.

·         Manage homeowner communications.

Work Orders and Operations

·         Ensure work orders are entered accurately and promptly to facilitate timely responses.

·         Work closely with the Property Manager to assist with homeowner communication regarding work order status.

Phone System

·         Monitor multiple phone lines using the ESI phone system.

·         Forward calls, take and deliver messages, update clock settings, and program auto attendant greetings.

Real Estate and Administrative Support

·         Assist the Office Manager with real estate transactions, including 6D requests, certificates of insurance, and condo affidavits.

·         Maintain calendars, process reservations, and follow up on applications and payments.

·         Interface with cleaning vendors to schedule services and ensure expectations are met.

Homeowner Support

·         Assist homeowners with bill pay and access to the online portal.

·         Collect and enter data into the homeowner database.

Accounts Payable

·         Process accounts payable through the CINC system.

·         Maintain organized accounts payable files by vendor and year.

Office Support

·         Perform filing, copying, and other administrative support tasks as needed.

·         Routinely check the Post Office and Social Room to ensure they are tidy and organized.

Community and Events

·         Serve as office contact for the Social Director

·         Promote community events and update informational displays, including the post office slideshow.

·         Maintain event flyers in the Social Room

Other

·         Perform additional duties and responsibilities as assigned by the Property Manager

We would like the candidate to be background and drug screened.