Community Access Coordinator

Reynolds Lake Oconee•Greensboro, GA

11d

About The Position

Responsible for the operation and maintenance of the Gate Access Security System. This role serves as the primary contact with the Gate Access System vendor to ensure the system meets ROA requirements and that software updates are timely and correctly implemented. The coordinator is also the primary contact for vendors supporting hardware and software used at Reynolds Security Gates. A key responsibility is managing all data related to owners, employees, vendors, addresses, phone numbers, departments, and directions within the Gate Access System. This includes providing daily activity reports for reconciling cash received by security officers for daily passes sold and coordinating discrepancies. The role involves processing online property owner transponder applications, distributing transponders, registering vendors for annual transponder purchases, and issuing transponders upon fee payment. Maintaining up-to-date knowledge of the Gate Access Program through training and technical support is crucial. The coordinator will prepare and conduct Gate Access orientation and training classes for managers, employees, security guards, and property owners, serving as the onsite point of contact for system operation questions. This position also assists with updates to the ROA website, providing training and support to property owners, and generating reports, tutorials, and standard operating procedures. The Community Access Coordinator will lead ROA projects related to community access and support other assigned projects, developing plans, timelines, and communicating regularly with participants. General administration in support of ROA management is also required, including negotiating with vendors for resources and assisting with office supply inventory. The role involves updating the accounting database with property owner information, communicating changes, and ensuring database consistency. Contributing to new staff orientation and training, working closely with Club Membership on property owner information, and performing cross-trained accounting and administrative functions are also part of the duties. This position ensures at least one ROA office employee is cross-trained in all its responsibilities. Additional tasks include processing mail and assisting with the scheduling and billing of owner mailbox installations and repairs.

Requirements

Minimum of 3-5 years clerical and administrative work experience.
Able to work independently with minimal supervision.
Thrive in a highly dynamic, energetic, and demanding team.
Ability to perform a variety of tasks and accept new projects as assigned.
Interest in and proficiency with computers and various software programs including MS Office suite.
Ability to learn to use new software programs.
Must continue training in MS Office to enhance skill set.
Demonstrated expertise in using the Internet is essential.
Strong oral and written communication skills.
Excellent organizational skills.
Commitment to service and client-oriented.

Responsibilities

Operate and maintain the Gate Access Security System.
Serve as the primary contact with the Gate Access System vendor for requirements and software updates.
Act as the primary contact for vendors supporting hardware and software at Reynolds Security Gates.
Manage all data input and import for the Gate Access System, including owners, employees, vendors, addresses, phone numbers, departments, and directions.
Provide daily activity reports for reconciling cash received by security officers for daily passes.
Coordinate discrepancies and reconciling items with security officers/managers.
Receive and process online property owner transponder applications and distribute transponders.
Register vendors for annual transponder purchases and issue transponders upon fee payment.
Maintain Gate Access Program knowledgebase through training, reading, and technical support.
Prepare and conduct Gate Access orientation, training classes, and training packets for managers, employees, security guards, and property owners.
Serve as the onsite person for all questions or concerns regarding the Gate Access system.
Maintain all updates such as owner sales, new employees, and new vendors.
Assist with updates made to the ROA website, including training and support for property owners.
Generate new knowledge in the form of reports, tutorials, and other documents relevant to project work and standard operating procedures.
Lead Community Access ROA projects and support other assigned projects.
Develop plans and timelines for carrying out projects.
Communicate regularly with participants (property owners, security officers, peers, and other ROA employees) to ensure their needs are met.
Work with the ROA team to ensure all project obligations are met.
Provide general administration in support of ROA Operations Manager, ROA Accounting Manager, or Director of ROA and Development.
Secure the use of resources by negotiating with vendors.
Assist with office supply inventory.
Update Accounting database with property owner information and communicate changes to appropriate departments.
Ensure multiple property owner databases are in agreement and updated.
Contribute to the orientation and training of new staff.
Work closely with Club Membership in sharing property owner information and status.
Perform cross-trained accounting and administrative functions as needed.
Ensure at least one ROA office employee is cross-trained in all areas of this position’s responsibilities.
Assist in processing outgoing and incoming mail daily.
Assist in scheduling and billing for Owner’s mailbox installation and repair.