Administrative Assistant

Position Summary:
Provide administrative support to the Common Area Maintenance/POA Department. Performs a wide variety of responsibilities and complex duties in support of community management and the overall mission of Addison Reserve MPOA; performs duties that require considerable initiative, tact, mature and independent judgment; strong interpersonal and organizational skills. Acts as the first line of interaction on phone calls and in-person visits.

Essential Responsibilities:

• Complies with company policies and procedures as established in the Employee Handbook or as demonstrated as common practice.
• Primary responder to all phone calls and guests that reach the POA. All phone calls should be answered within two rings, three at the most.
• Maintain a professional appearance and attitude at all times; acts as a reliable source of information, daily.
• Open, date stamp, and distribute mail on a daily basis.
• Carry out vendor program including the input of vendor information, charging credit cards, renewing vendor ID’s and printing ID cards. Responsibilities also include tracking and reporting statistics on a regular basis.
• Carry out citation program including analyzing the data, creating the correct communication, tracking and analyzing historical violations, and creating the documentation necessary for fining and citation process.
• Input work orders including maintenance, Comcast and other HOA issues as directed by Common Area Manager. Information on work order should be clear and concise in order for maintenance and/or vendor to effectively respond and act. Work orders should be dispatched to the appropriate department or vendor as they come in the predetermined location or manner.
• Effectively track work orders to ensure they are being performed in a timely manner and responded to within one day, addressed on day two and following up with the Owners on day three. If work has not taken place, the Owner should be contacted and an anticipated time frame should be presented. (If not the prior, all Owners should receive a follow up call)
• All calls/communications and reports should be included on the work order, up to and including the work that was performed on the work order and the person doing it.
• Assist with various communications, including but not limited to Community communications, Owner communications, violation letters, email blasts.
• Assists and supports Common Area Manager, Director of Community Management and Member Committees by carrying out assignments such as coordinating calendars, setting up meetings, and all other reasonable requests.
• Establishes and maintains comprehensive and confidential files on policies, records, reports, reference materials, and communications. Digitizes paper records when needed or appropriate.
• Reserve meeting space by coordinating with Club/Catering for any food, beverage, snacks or other accommodations as needed.
• Familiar with Architectural Design Review Manual and process from collection of application and material to authoring denial and approval letters. Charge and collect associated review fees and deposits. Maintain a complete and accurate file on all ADR matters.
• Follow up with homeowners and vendors to ensure ARC applications are processed in a timely manner. Coordinate with the property management company as needed and ensure completed projects are inspected promptly.
• Develop and maintain a method to track violations, violation fees and suspensions.
• Notary Republic duties.
• Maintain a clean and organized workspace.
• Maintain a clean and orderly kitchen area, up to and including cabinets and coffee machines. Stock refrigerator on a regular basis to ensure cold soda and water can be available for meetings and regular consumption.
• Routinely order office and kitchen supplies at sufficient levels to maintain a readily available inventory without overstocking (including security needs).
• Performs other duties as assigned.

Knowledge and Skill Requirements:

• Must be proficient in Word and Outlook, general knowledge of Microsoft Excel and Publisher
• Must have good listening skills
• Must possess strong interpersonal skills and a friendly and professional demeanor.
• Requires excellent organizational skills
• Requires good administrative skills
• Must be able to multi-task and think quickly
• Ability to communicate well orally and in writing
• Ability to analyze data and prepare reports
• Ability to understand and carry out complex oral and written instructions

Physical Requirements:

• Must be able to lift, push and pull a minimum of 15 lbs.
• Must be able to sit for prolong periods of times.

Education & Work Experience Requirements:

• 2 years related experience and/or training in hospitality, customer service or public relations; or equivalent combination of education and experience.
• Experience in a high volume office environment

This position description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, and abilities.

This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.