Administrative Coordinator

Job Description

Job Description

Do you thrive in a service-oriented environment where you are part of a collaborative team? Do you want to have a career with a company that values its employees?

We are CCMC, a community management company specializing in master-planned communities. Our vision of inspiring a resident-centric focus is brought to life by our core values: Integrity, Respect, Service and Community.

About the Community:

This location creates a sense of place – and a sense of community – you will not find anywhere else in the area. The homes are as beautiful and unique as the natural environment surrounding them with traditional architecture, winding sidewalks, charming streetscapes, and elegant landscaping, which complements the environment instead of competing with it. The community offers access to acres of protected wetlands and open space, miles of river trails, a large lake, and a newly opened Sailing Center. Residents will enjoy many modern conveniences, including schools, parks, recreational amenities, hotels, restaurants, retail shops, and offices. This is an award-winning community with a very robust Lifestyle program, hosting almost 100 lifestyle events annually.

At CCMC, our Administrative Coordinator plays a crucial role in executing our company’s purpose statement: We build community by bringing people together in the neighborhoods where they live and in the offices where we work. Simply put, we create experiences that connect people.

The Administrative Coordinator will maintain a high degree of customer service in all resident inquiries and interactions; answer a high volume of phone calls and emails, and provide general information or re-direction to appropriate departments; all while learning and growing their administrative, communications, and accounting skills.

What you’ll accomplish:

• Handle phone operations and assist residents as secondary to front desk
• Second opening and closing of office
• Schedule luncheons, staff meetings & team buildings
• A/R payment check processing
• Upload and update work orders
• Communicating with residents regarding their accounts and any outstanding balance
• New vendor set-ups except lifestyle
• Invoice coding
• Create board meeting packets, agendas & meeting minutes
• Attend all board and special meetings
• Track meeting ratification votes for board meetings
• Input financial data in Monthly Management Report
• Create new report templates
• Maintain resale updates
• Backup to all front desk responsibilities
• Monthly review & audit of admin, insurance, meetings, office & operations
• Maintain pool logs in SharePoint
• Communicate with vendors billing
• Maintaining Buurt board & committee listing information
• Add projects/repair invoices workorders
• Collect and send office mileage to home office
• Other duties as assigned

What we’re looking for:

• Professional and adaptable, demonstrate good time management and organizational skills and have demonstrated an ability to maintain the confidentiality of business matters
• Self-motivated, dependable, organized, and efficient with excellent problem-solving skills
• Computer skills that include a strong working knowledge of MS Office programs such as Outlook, Word and Excel
• Able to communicate effectively orally and in writing, and have high attention to detail
• Have excellent telephone manner, with a commitment to the highest customer service possible
• Candidates must be able to sit or stand for extended periods and attend and community events as required
• Must have a valid driver’s license in the state of employment and must have reliable means of transportation as a personal vehicle may be required to perform certain responsibilities
• Must be available to work a flexible schedule to meet the needs of the site as determined by the Community Manager, including possible evenings and weekends.
• Must pass pre-employment drug screen and background check

If driving is, or becomes, a requirement of the role, it is required, at all times, that you hold a valid state driver’s license for the class of vehicle you are driving, maintain a clean motor vehicle report, and hold current automobile insurance at statutory limits. You must notify Human Resources immediately regarding any change to your motor vehicle standing. CCMC may periodically review motor vehicle reports to ensure compliance with these requirements.

The physical requirements can vary, but generally, they may include:

• Lifting and Carrying: Occasionally lifting and carrying supplies or equipment up to 25 pounds.
• Extended Sitting or Standing: Capability to sit or stand for extended periods during meetings or events.
• Manual Dexterity: Skills in using technology, including computers and mobile devices.
• Driving: Ability to operate vehicle to perform certain job functions. (Please note: We will request and review an MVR at the time of hire and on a periodic basis thereafter to ensure that employees maintain a satisfactory driving status.)

We are committed to creating an inclusive and accessible work environment. If you require reasonable accommodations during the application process or in performing the job duties as described in the posting, please email View email address on ziprecruiter.com so we can review next steps together.

What we offer:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!