Administrative Support Specialist

Architectural Review Board Administrative Support

Monday- Friday 8:00AM-5:00PM

Job purpose

Assist SOA Architectural Review Board Department by performing the following office and field duties.


Duties and responsibilities

The Architectural Review Board Administrative Support works with all employees, property owners and vendors within the Sandestin Owners Association (SOA) as it relates to the Architectural Review and Technical Review Committee needs.

• Maintain ARB Activity spreadsheet that contains all active approved projects.
• Prepare deposit refund paperwork upon project completion and update owner records accordingly.
• Miscellaneous office duties include maintaining hard copy and electronic files, assisting with administrative duties as needed, faxing, mailing, and filing.
• Collaborate with team members to streamline office processes and improve efficiency.
• Assist with ARB compliance enforcement, which includes:
  • Visually examining all areas to determine compliance with ARB Guidelines for construction, landscaping, drainage and grading activities.
  • Inspects premises for overall cleanliness and adequate disposal of debris per the guidelines to determine compliance.
  • Conducts final construction/modification site inspection to ensure compliance and site cleanup.
  • Complete process for final compliance inspection or follow up if found to be non-compliant.
  • Performs on-site inspections to consider field approval of minor modifications, as authorized in the Board of Director approved ARB Guidelines.
  • Communicate violations of non-compliance matters to owners and contractors.
  • Communication with owners and contractors regarding construction standards and policies per the ARB Guidelines.
  • Ensures all communications with owners and contractors are written and saved to electronic files for record keeping purposes.
  • Issues Stop Work Orders to on-site contractor and/or owner when unapproved modifications have commenced or approved projects are non-compliant.
• Vehicle and business cards as well as SOA shirt (supplied by SOA) to be used/worn in the capacity of Compliance Inspection Representative.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current policies and procedures; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
• Use of Technology - Demonstrates required skills; adapts to new technologies; keeps technical skills up to date.
• Design - Generates creative solutions; uses feedback to modify designs; demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• Change Management - Communicates changes effectively.
• Quality Management - Demonstrates accuracy and thoroughness.
• Visionary Leadership - Inspires respect and trust.
• Ethics - Treats people with respect; keeps commitments; works with integrity and principles; upholds organizational values.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.
• Strategic Thinking - Develops strategies to achieve organizational goals; adapts strategy to changing conditions.
• Adaptability - Adapts to changes in the work environment, able to deal with frequent change, delays, or unexpected events.
• Personal Appearance - Dresses appropriately for position; keeps self well groomed.
• Attendance/Punctuality -Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Asks for and offers help when needed.
• Innovation - Meets challenges with resourcefulness; generates suggestions for improving work.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
• Quality - Demonstrates accuracy and thoroughness.
• Quantity - Meets productivity standards; completes work in a timely manner; works quickly.
• Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

• Education and/or Experience - High school diploma; five years of high-level administrative experience.
• Preferred Education and Experience - Experience in construction field and/or ability to read and interpret parcel surveys and/or site plans,
• Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
• Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills - To perform this job successfully, an individual should have knowledge of Database software; Internet software; Spreadsheet software and Word Processing software.
• Certificates, Licenses, Registrations - Valid Florida driver license.
• Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
• Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderate.

Direct reports

This position is not a supervisory position.

• You must be legal to work in the United States.
• You must be able to pass a pre-employment MRV, Background Check and Drug Screen.

Acknowledgements The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.