Administrative Assistant

Associa•Spring, TX

14h•Onsite

About The Position

The Administrative Assistant is to support the Assistant General Manager and General Manager in all responsibilities outlined herein in order to assist in managing the Association, clubhouse and recreation area. The Administrative Assistant is to establish and maintain a professional, service-oriented relationship with all homeowners, vendors and service providers. Job responsibilities include but are not limited to the items outlined herein.

Requirements

Customer Service Oriented
Cooperation and Teamwork
Flexibility and Adaptability
Excellent Oral and Written Skills
Self-Initiative and Motivated
Positive Attitude
Sense of Urgency
Dependable
Excellent Multi-Tasking Skills
Excellent Time Management/Organization
Excellent Communication Skills with Homeowners and Board Members

Responsibilities

Inspect park restrooms frequently to ensure paper goods are replenished and facilities are cleaned. Coordinate cleaning with janitorial service.
Assist in ordering clubhouse supplies and report any low inventory items or maintenance needs to the Assistant General Manager.
Provide professional, courteous service at all times when assisting a visitor or a caller; Board member, homeowner or service provider. Politely and professionally uphold clubhouse rules and policies.
Address all resident and employee concerns and resolve issues in a timely and professional manner, including answering incoming calls, responding to all emails and voice mail messages. Report any emergency items immediately.
Maintain a clubhouse manual to include all pertinent clubhouse information including but not limited to utility locations, preferred contractors, list of all passwords, lock and key locations, established rules and regulations for each amenity, clubhouse forms, warranty information and instructions for use for items in the clubhouse such as access software, audio and visual equipment, kitchen appliances, etc. All maintenance contracts (such as septic, trash removal etc.) and inspection reports shall be kept in the clubhouse manual.
Assist General Manager and Assistant General Manager as needed for deed restriction inspections, sending email blasts to the community informing community of events/pertinent information regarding clubhouse & grounds, documenting issues by taking photos or gathering any information as required by the General Manager. Install/pick up Board meeting signs for upcoming meetings, etc.
Assist with the Clubhouse Committee as needed to implement and enforce policies, rules and regulations to clubhouse use. Report items of need/want/interest to the Clubhouse Committee and/or Board of Directors for further discussion and possible action. Attend Clubhouse Committee meetings as required with proper notice.
Continually work to gather updated/current resident contact information when communicating with residents and update database with all current information.
Continually work to get as many residents registered on the website as possible. This should be done by emailing and phoning residents to request that they visit the website and register or register them on the website while they are on the phone or at the clubhouse. A report of contact made to each resident should be kept for review by the Community Manager and/or Board of Directors.
Manage the community website by adding new information, monthly newsletter, pictures, calendar updates, etc.
Perform a daily inspection of grounds, building and other community features to minimize liability concerns and to ensure excellent curb appeal as well as maintaining all community features. Ensure the pet waste bags are replenished at each station, maintain a supply of paper goods and restock as necessary, maintain gym supplies and restock as necessary and that the baseball filed light switches are in the “off” position. Ensure all light bulbs are operational at all times. Keep the facilities and kitchen in a neat and tidy condition. A weekly inspection report must be kept and available for review by the Assistant General Manager, General Manager and/or Board of Directors.
Prepare and maintain a preventative maintenance program that extends the life of all community assets while minimizing future repairs. This includes identifying any energy-saving measures that promote conservation and cost savings for the community.
Liaison with all community contractors and coordinate with contractors regarding the maintenance/repairs of all of the amenities to include the clubhouse fitness center, pool, etc. Any repairs needed shall be reported to the Assistant General Manager for action.
Assist in scheduling and coordinating all clubhouse, field, pool and pavilion reservations. This includes but is not limited to scheduling attendants, security, cleaning and preparing the facility for the event. Ensure that doors are unlocked/locked at restrooms, clubhouse, banquet room, etc. as necessary for special events. Assist in maintaining a checklist for preparing for the event as well as a checklist for inspecting the facility after an event for approval of the reimbursement of the deposit.
Assist in coordinating with the Social Committee prior to each event. The Administrative Assistant will also need to create and maintain a checklist for preparing for the event.
Assist with scheduling and training other clubhouse personnel.
Assist with the day-to-day operation of the Snack Shack.
Accept payments for assessments/rentals/modification applications as necessary and handle as directed by the General Manager. All payments should be made by check and receipts issued. No cash should be accepted other than at Snack Shack.
Program doors to lock/unlock as necessary. Remove old owners monthly using list provided by the General Manager.
Assist with the installation, take down and storage of holiday decorations as necessary. This includes decorations at the community monuments as well as the clubhouse.
Assist with any additional duties or projects as required.
Dress professionally and adhere to the dress code requirements.