Office Assistant - Bilingual

Roberts Resorts & Communities•Austin, TX

just now•Onsite

About The Position

Office Assistants are responsible for the routine office work and administrative responsibilities within the community. This role provides Epic Customer service and serves as the first line of customer communications, supporting Community managers and employees through various organizational and communication tasks. Office Assistants also assist with planning and coordinating community events and activities, handling confidential and time-sensitive material, and are familiar with a variety of community office concepts, practices, and procedures. Roberts Resorts & Communities operates nationally and is dedicated to building community and fulfilling dreams through core values of resourcefulness, integrity, passion, and epic customer service, aiming to make a difference in the lives of 30,000 people.

Requirements

Excellent communication skills: Ability to effectively communicate with both internal team members and external stakeholders, ensuring clear and concise information exchange
Proficient in multitasking: Capable of managing multiple tasks simultaneously while maintaining accuracy and attention to detail
Strong organizational skills: Ability to prioritize tasks, manage time efficiently, and maintain orderly records and documents
Adaptability: Flexibility to adapt to changing priorities and responsibilities in a fast-paced environment while conducting a series of administrative functions to support the community
Attention to detail: Meticulous in ensuring accuracy in all tasks, from data entry to document preparation
Problem-solving skills: Resourceful in resolving issues independently and proactively seeking solutions to challenges as they arise
Technological proficiency: Comfortable using office software such as Microsoft Office Suite, email clients, and other relevant software applications
Professional demeanor: Exhibits a courteous and professional attitude in all interactions, maintaining a positive representation of the company
Efficient phone management: Proficient in answering all incoming calls by the third ring, maintaining professionalism and providing prompt assistance or redirection as necessary
Customer-centric mindset: Committed to delivering exceptional customer service, striving to exceed expectations and consistently achieve high customer service ratings on a quarterly basis
High School diploma or GED
Minimum 2 years secretarial/administrative/customer service experience
Professional phone presence when talking to customers
Strong verbal and written communication and interpersonal skills
Strong organizational and time management skills
Ability to fluently read, write and speak English and Spanish
Ability to work well independent and on a team
Ability to multitask and prioritize tasks effectively
Attention to detail and accuracy in record keeping
Proficient in basic computer programs including MS Office-Word, Excel and Outlook
Valid Driver’s License and good driving record

Nice To Haves

Bilingual - Spanish preferred

Responsibilities

Become well educated on the Lease Agreement, Lease Addendum, Addendums, and Community Rules and Regulations
Greet & establish rapport with residents and prospective residents, receive community comments, suggestions, and complaints, and forward to the appropriate Manager
Answer phones in a professional manner and route calls to the appropriate party and take messages if community staff is not available
Perform administrative functions including answering phones, typing, copying, faxing, and filing
Assist management team in preparing and distributing resident and community communications
Complete and maintain community records, reports, and files
Collect and post, processing fees, rents, inspection or other fees; record in the proper accounts and issue receipts
Make collection calls for rental payments
Assist with the preparation of marketing materials and implementation of resident relation activities / events
Forward all customer service requests to the appropriate Manager
Create monthly Newsletter
Occasionally inspect community for lease violations
Handle incoming and outgoing mail
Manage all customer service related to private events taking place in the Community Amenity Centers (Assist residents during their visit to the Amenity Centers, answer questions regarding the facilities, give a tour of the facilities and conduct orientation, prepare rental agreement, reservation schedule)
Ensure that Rules and Regulations of the Community Amenity Centers are followed
Make sure all offices are kept clean and presentable and keep the refrigerators stocked
Constantly promote interest in Roberts Communities by presenting a positive attitude and having a great rapport with current residents to encourage in-park referrals
Attend to vendors, order and receive products
Direct Service requests to Project Management Team
Perform additional or modified duties as assigned within the Company’s discretion