Administrative Assistant

Access Management•Lake Wales, FL

10d•Onsite

About The Position

This position is responsible for assisting the community manager in managing the relationships with the Board of Directors, Developer, Homeowners and Committees of the community, and overseeing the day to day operations of the association, amenities, common areas and all other assets. The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Requirements

High School diploma or equivalent
Excellent people skills, team building skills and conflict management skills.
Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel.
Excellent written and verbal communication skills.
Ability to make sound business decisions and work effectively with little or no supervision.
Strong Time Management skills.
Strong Problem Solving and Conflict Management skills.
Ability to successfully work with a wide range of personnel including vendors, personnel, office staff and all levels of management personnel.
Must be able to lift 25lbs.
Must be able to sit for extended periods of time.
Must be able to stand for long periods of time and be able to freely move about the office and building.

Nice To Haves

AA or BA in hotel/hospitality or property management preferred.
Bilingual Preferred
Knowledge of Vantaca a plus.

Responsibilities

Receive incoming phone calls/mail and respond as directed or appropriate.
Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc).
Fill in for receptionist as needed.
Assist in maintaining the Community’s hard files and uploading files to websites, software, etc.
Assist in adding / deleting homeowners, residents and club employees to/from gate access.
Keep accurate records of all gate transponders, parking passes and give to Security company and order when supply is running low.
Assist in conducting inspections of common areas of association property to ensure proper maintenance.
Assist as necessary in processing, and coding vendor invoices for payment in a timely manner.
Communicate with homeowners, board members and vendors and respond to concerns within the community’s policy.
Assist in preparation of written weekly and monthly management reports, weekly community bulletins, and event bulletins.
Attend and participate in monthly Board of Directors meetings, Annual meetings, Committee meetings and Staff meetings as requested.
Have the desire to be stable and carry out the vision of the board in the community.
Assist Manager in drafting annual budget, read and understand monthly financial statements, explain delinquency procedures and reports.
Set up and maintain new homeowners, send welcome packets within 24 hours of receiving closing documentation, post charges to account ledger and provide check to accounts receivable by the end of every business day.
Receive and process ARC Applications, respond to homeowner requests, and ensure complete application is received and submitted for approval to ARC/ACC committee as received.
Practice and adhere to Access Management’s Service Standards.
Conduct business at all times with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules.
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.