Community Specialist & Office Administrator

HOALiving•Arden Hills, MN

7d•Onsite

About The Position

HOALiving Minnesota seeks a team member for the role of Community Specialist & Office Administrator. This position plays a critical role in delivering exceptional service to all current and potential clients. Qualified candidates have strong customer service skills, are organized, work well in a team setting, and have the ability to learn from experience. The candidate must comply with the established policies and procedures. This position will report directly to the Vice President of Community Management, while taking direction and performing tasks as requested by their assigned Community Manager and Director of Community Management, as well as periodic requests from other executive staff members. The Community Specialist is responsible for providing support to managers in the assigned portfolio; this includes, but is not limited to, communications (oral and written), generating documents, and organizing electronic records. Qualified candidates must be able to play a dual role as Office Administrator in the Arden Hills HOALiving office.

Requirements

Understanding of Microsoft products.
Ability to maintain a high level of accuracy and organization dealing with homeowner accounts and correspondence.
Excellent interpersonal, communication, and problem-solving skills.
Effective organizational skills.
Computer skills including the ability to proficiently operate spreadsheets, relational databases, word processing programs, and e-mail.
Ability to type a minimum of 45 wpm.
Be honest, trustworthy, and respectful.
Be flexible and adaptable.
Demonstrate sound work ethics.
Pleasant demeanor.
Good personal hygiene.
High School Diploma or equivalent.
Previous experience in a customer service-related role (2+ years).

Responsibilities

Responding to homeowner inquiries via telephone, action items, email, or other means.
Updating homeowner account notes.
Sending and tracking violation letters through Vantaca.
Reviewing and organizing architectural requests.
Organizing and sending community newsletters.
Creating and tracking maintenance work orders through Vantaca.
Serving as a backup Customer Service Representative for the phone queue as necessary.
Assisting Community Managers in all functions.
Periodically attending board, annual, or special meetings.
Tracking insurance renewals and bids through Vantaca.
Scanning and electronically filing documents.
Organizing bids, contracts, and other community documents.
Coordinating special mailings.
Assisting in vendor management tasks.
Managing entry systems (pool fobs and gates).
Maintaining multiple amenity reservations as applicable to the communities.
Attending to any walk-in clients.
Overseeing office equipment maintenance needs.
Communicating with the corporate Office Manager regarding supplies and bulk purchase needs.
Coordinating with Employee Experience & Marketing teams for company parties and events.
Other duties as assigned.