HOA Administrative Assistant

: Description:

Quail West is currently looking for a full-time, Administrative Assistant who will be primarily responsible for the administrative related duties related to the Homeowner's Association at Quail West.

ABOUT QUAIL WEST

Quail West is one of Southwest Florida's premier luxury clubs and offers its members a100,000-square-foot masterfully renovated clubhouse. Members enjoy an active lifestyle with our two-story expansive 12000 square foot fitness and wellness building which features a full-service salon and spa and a wealth of lifestyle enrichment amenities, a brand-new Racquet Sports complex, an indoor lagoon-style Junior Olympic-sized pool along with two beautifully restored championship golf courses and an expanded newly designed Golf Professional Shop.

Take a tour of Quail West here

Specific Job Duties Include

• Serves in the capacity of Administrative Assistant for the HOA Department.
• All types of Communication are vital for this position: oral communication for meeting minutes and phone calls, strong writing capabilities for correspondence sent internally and externally, and strong listening skills to follow direction.
• Prepares monthly Homeowner Committee meeting minutes.
• Prepares weekly Architectural Review Board meeting minutes and sends them out
• Organizes, prepares, receives, and responds to incoming phone calls, correspondence, and e-mails from members and vendors.
• Managing all existing and new residents with Gate Access Services including but not limited to barcode activation, guest/vendor input, and updating resident profiles.
• Oversees vendors maintaining and distributing all necessary equipment and supplies for all gatehouses.
• Oversees assisting and writing policy and procedures as needed for PAS/HOA.
• Coordination with Grounds Manager to accomplish short- and long-term projects/completion of same.
• Assisting in paperwork of HOA workers comp accident reports to the workers comp carrier within 24 hours of the accident. Assist in all aspects of claims.
• Maintaining and ordering of supplies for HOA/PAS departments.
• Other duties as assigned.

Requirements: Education and Experience :

• Minimum requirement is a high school diploma or equivalent.
• Minimum of two years' experience as an administrative assistant
• Hospitality or HOA experience preferred

Knowledge, Skills, and Abilities

• Computer: Ability to proficiently use Microsoft office suite.
• Language: Ability to read, write and comprehend correspondence, memos, and effectively present information in one-on-one and small group situations to Members, Committees, guests and other employees.
• Motivation: Must be self-motivated.
• Reasoning: Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form.

Other:

• Must be detail oriented, organized, multi-task oriented and possess excellent communication skills.
• Exhibit professionalism and expressed interest of improvement through enhanced developmental skills and exhibit leadership qualities through own self-actions.
• Maintain a pleasant and outgoing personality and must not possess any extreme personal appearance characteristics as judged by a conservative membership base.
• Serve as a role model and set a positive example for the entire staff in all aspects of business and personnel management.
• Must be compliant with and actively support a drug free workplace.
• Comply with all rules and regulations as stated whether verbal or written.
• Deal effectively with all internal/external customers, while never compromising the privacy of any party.

Physical Demands and Work Environment

• Must be able to reach, bend, stoop, stand and lift up to 25 pounds.
• Must be able to sit for prolonged periods of time.
• Moderate noise level in the work environment

Compensation:

Compensation is commensurate based on experience and ranges from $23 - $25/hour.

Benefits

• Free employee meals
• Paid time off (PTO)
• 401k with 100% employer match
• Company-Paid Short-Term Disability & Life Insurance
• Employee Assistance Program
• Teladoc
• Endowment Programs: Scholarship & Critical Needs Assistance
• Competitive insurance