Administrative Assistant-Lake Chase Condominiums

Access Management•Tampa, FL

About The Position

Primary objective is to facilitate the administrative functions of the corporate office and Manager. The Administrative Assistant should take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily function. Performs all duties in accordance with Access Management’s policies, processes and procedures and within the realm of the management philosophy. Must have at least 3 years experience in the industry.

Requirements

Must have at least 3 years experience in the industry
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.
Manage multiple tasks at the same time in a fast paced environment
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.
Consistent and regular attendance required.

Nice To Haves

AA or BA preferred, CAM preferred.

Responsibilities

Answer all calls and distribute as needed, greet homeowners, vendors and guests in a professional and timely manner.
Assist residents as needed.
Ensure workplace is kept neat and organized.
Assist in booking of resident events.
Monitor and distribute emails as needed.
Assist with work orders.
Ensure oversight of landscaping work orders.
Communication with vendors.
Follow up with residents (email or phone call) to ensure their concerns have been addressed and satisfied.
Handle Owner/Tenant Relations.
Process new tenants.
Ensure welcome packets are assembled accordingly.
Ensure there are tenant welcome packets and enough for resales.
Tenant registration.
Verify Lease
Provide Certificate of Approval letter
Ensure welcome packets are assembled for new owners or tenants.
Maintain all files in an organized manner
Update Vantaca websites as needed.
Assist manager as needed.
Understand restrictions for community – be able to know where information is on Docs to properly answer resident questions.
Know clubhouse rules & regulations.
Be up to date with current events at the clubhouses.
Fill in for receptionist as needed.
Maintain the Community Managers schedule, calendar and files.
Assist in maintaining the Community’s hard files and uploading files to Vantaca
Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
Serve as the direct staff liaison for the ARC Committee and the Landscape Committee
Receive, review, and track all ARC submittals
Process ARC application payments/deposits
Submit completed ARC application to the ARC Committee for evaluation and approval
Provide the unit owner with the ARC results
Assist in posting and keeping Community website updated, which includes the daily syncing with the website and adding monthly committee and board agendas and minutes as needed.
Send out email blasts as requested by Manager and Board.
Update HOA contact and Board/Committee information with up to date information.
Assist in the preparation and organization of all materials needed for board meetings.
Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
Serve as the direct staff liaison for ARC Committee and Landscape Committee.
Assist Community Manager with the creation, printing and mailing of the newsletter (Quarterly).
Assist in processing the recording of the return ballots for annual meeting/elections.
Work with the Community’s Inspector when required on the violation process.
Assist Community or General Manager in developing operating budget for facilities maintenance and monitor expenditures.
Assist the Community Manager with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements.
Properly document all Homeowner requests and process accordingly.
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.
Perform any range of special projects, tasks and other related duties as assigned.