Onsite Administrative Assistant (Zephyr Mountain Lodge)

RealManage•Winter Park, CO

63d•$25 - $28•Onsite

About The Position

The Administrative Assistant supports all departments, performing a variety of administrative and operational duties that lead to the overall success of the business. The ideal candidate is eager to learn and grow their role with the Association, taking on additional responsibilities along the course of their employment.

Requirements

Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
Professional, customer service-focused attitude
Strong written, verbal, and listening skills
Ability to prioritize tasks
Problem solving
Attention to detail
Ability to work independently and collaboratively with integrity without supervision
Associate's degree or equivalent from a two-year college
Minimum two years of related experience preferred
Ability to sit for prolonged periods at a desk and work on a computer.
Ability to occasionally stand, walk, bend, or reach as needed.
Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).
Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.
Visual acuity to read printed materials, spreadsheets, and computer screens.
Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.
Ability to work in a standard office environment with moderate noise levels.
Ability to work a standard schedule, with occasional extended hours as required

Nice To Haves

Familiarity with community association management a plus
Experience with property management software is a plus
Community association management experience a plus
Bilingual English/Spanish a plus

Responsibilities

Learns and masters property systems: Onity/door access, Ski lockers, Owner Mailboxes, Parking, Vantaca Property Management System, Owner accounts, Owner communication, Work order system, Strongroom AP System
Meets and greets owners, guests, and vendors
Documents damages or losses with photos and incident reports
Inspects HOA common area property, submitting work orders for maintenance or notifying janitorial staff
Works independently to maintain business flows when the Community Association Manager (CAM) is out of the office
Acquires knowledge of CCRs, bylaws, policies, and rules of the Association
Maintains Association and owner records accurately
Prepares and sends communication to owners
Answers the office phone, identifies issues that need escalation to the CAM, and takes messages for concerns that can wait until the CAM’s return when the CAM is out of the office
Responds to emails
Receives deliveries and communicates with owners to pick up
Assists with annual ownership meetings tasks, such as printing and mailing packets
Records meeting minutes
Communicates verbally or through email about incidents that occur when the CAM is out of the office
Prepares communication to homeowners, sends email blasts, creates elevator signage
Stays updated with shift notes, shares vital information to team
Manages accounts payable cycle
Prepares miscellaneous billings
Reconciles debit card purchases
Assists with homeowner accounts
Prepares laundry deposits
Orders supplies for office, janitorial, and maintenance
Research items for quality, price, and availability
Maintains vendor records and logins