Community Access Coordinator

Reynolds Lake Oconee•Greensboro, GA

11d•Onsite

About The Position

This position is responsible for the operation and maintenance of the Gate Access Security System, serving as the primary contact for the vendor and supporting hardware/software vendors. The role involves managing all data related to owners, employees, vendors, and addresses within the Gate Access System. Key duties include generating daily activity reports, processing transponder applications, maintaining a knowledge base, and conducting training sessions for various stakeholders. The Community Access Coordinator will also assist with ROA website updates, generate reports and tutorials, lead Community Access ROA projects, and support other projects as assigned. This role requires developing project plans, communicating with participants, and ensuring project obligations are met. Additionally, the position provides general administration support, negotiates with vendors for resources, manages office supply inventory, updates the accounting database, ensures database consistency, contributes to new staff orientation, collaborates with Club Membership, and performs various ROA accounting and administrative functions as needed. Cross-training is essential, ensuring at least one other ROA office employee is proficient in all aspects of this role. The role also includes processing mail and assisting with mailbox installation and repair billing.

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 to 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

Responsible for the operation and maintenance of the Gate Access Security System.
Primary contact with Gate Access System vendor for requirements and software updates.
Primary contact for vendors supporting hardware and software used at Reynolds Security Gates.
Responsible for all data input and import into the Gate Access System (owners, employees, vendors, addresses, phone numbers, departments, directions).
Provides daily activity reports for reconciling cash from security officers for daily passes sold.
Coordinate discrepancies/reconciling items with security officer/manager.
Receive and process online property owner transponder applications and distribute transponders.
Registers vendors for annual transponder purchases and issues transponders upon fee payment.
Maintains Gate Access Program knowledgebase through training, reading, and technical support contact.
Prepare and conduct Gate Access orientation, training classes & training packets for managers, employees, security guards, and property owners.
Onsite point of contact for all questions or concerns regarding the Gate Access system.
Maintains 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.
Have the lead role/responsibility for Community Access ROA projects, and a supporting role for other projects as assigned.
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 being met.
Work with the ROA team to ensure that all project obligations are met in a reasonable timeframe.
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.
Updates Accounting database with property owner information and communicates changes to appropriate departments.
Ensures that multiple property owner databases are in agreement and are updated when differences are identified.
Contribute to orientation and training of new staff.
Works closely with Club Membership in sharing of property owner information and status.
Cross trained to perform a variety of ROA accounting and administrative functions as needed.
Ensures that 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.
Assists in the scheduling and billing of Owner’s mailbox installation and repair billing for accounting.