Administrative Office Manager

TownSq•Town of Fishkill, NY

About The Position

The Office Manager is responsible for supporting the Community Home Owner Association (HOA) Manager and residents primarily, but will also interact with vendors, board members and committee members and within the branch office. The OM will also assist the Community Manager with oversight and support of the various departments within the Community Association including Facilities, Maintenance, Custodial, Landscaping, Lifestyle, etc.

Requirements

High school diploma or equivalent
At least two years in an administrative role
At least two years in a customer-facing service position

Nice To Haves

Some college preferred

Responsibilities

Assist with implementation of Board policy and directives within the scope of the management agreement.
Works with the board on strategic initiatives, policy governance and association projects.
Assist with employee training, supervising, and performance management.
Assist with preparing schedules and establishes priorities for routine and special work projects.
In conjunction with the Community Manager, act as a liaison between the Board of Directors and residents in the execution of the established policies and the conveyance of resident grievances.
In conjunction with the Community Manager, work as a liaison between the Board and legal counsel, as well as the Board and the Board Advisory Committees.
Provide orientations to Members upon closing and collect information.
Receive and respond to incoming calls/emails for information, account requests or community issues timely.
Maintain the document uploads, respond and resolve resident requests timely.
Assist with receiving, reviewing, processing, and coding weekly payables and vendor information.
Ensure appropriate Homeowner Files, Documents and Accounting files are stored for proper retention online or hard copy, as appropriate.
Maintain working knowledge of internal systems.
Coordinate work orders with vendors and Maintenance team.
Provides confidential administrative support to Community Manager to include working within the current procedures relating to the collection of delinquent assessments, fines, and fees, drafting and proofreading correspondence, daily monitoring of in/out boxes and mail correspondence.
To include data entry and processing deed violation notices and letters.
At the direction of the Community Manager, plans and prepares for Community Information Meetings, Annual Meetings, Budget Meetings, Board of Directors Meetings, Committee Meetings, New Owner Orientations, Staff Meetings and Special Meetings to include attendance at these meetings as requested.
Assist in preparing all necessary agendas, presentations, copies, exhibits, notices, etc. for these meetings as well as securing location for meetings as requested.
Creating and maintaining community and team calendars to stay abreast of meetings, special events, property inspections, special projects and other deadlines.
Other duties as assigned.