Office Manager

GASSEN OFF-SITE INC•Eden Prairie, MN

6h•Onsite

About The Position

The on-site employees at Wayzata Villa Association are employees of Gassen Company. The employees will be under the direct supervision of Gassen Company. The Association Manager and Board President shall direct the duties of the employees.

Requirements

Must be able to use a personal computer and have the ability to learn company specific software.

Responsibilities

Check and distribute phone messages, emails, and mail (both delivered to office and in the Association mailbox).
Answer phone, direct maintenance requests, complaints and questions to Association Manager.
Miscellaneous typing of association business as requested by Association Manager or Board President.
Maintain Association key records, resident roster, garage stall roster, owner/renter label file, parking sticker roster, and other miscellaneous office records.
Maintain Association bulletin boards: as directed, type, post, and remove notices for Board meetings, committee meetings, garage/parking lot sweeping, informational notices, Association events, elevator repairs and any other event deemed to require notification to residents; post in other areas as requested.
Order office supplies, cleaning and maintenance supplies and other items as requested and approved by Association Manager.
Maintain vendor and resident files: file invoices, purchase orders, work orders, leases and other miscellaneous records.
Maintain buildings entry system: program and reprogram security numbers.
Coordinate and maintain records for party/guest room use including keys, collecting deposits, collecting rental fees, inspection after use and notifying cleaning staff of occupancy and cleaning requirements.
Rental Compliance/contracts/City license to rent/Rules and Regulations handout and discussion.
Maintain current list of homeowners(especially new buyers and move in/move outs) and provide updated list for board meetings.
Key fob inventory-tenants will have fobs, not owners as of 6/1/19. Fobs are to be turned in after sale of condos.
Issue and collect applicable fee for security, hobby room, equipment & other keys per Association guidelines.
Exercise Room orientation, waivers distributed for all new residents prior to fob release.
Schedule, conduct and maintain records for orientation and move-in/move-out procedures and verify payment of moving fee($200) with Property Manager and collect fee.
Schedule and coordinate vendor/maintenance work in units with resident if requested by Association Manager or by Maintenance.
Prepare and distribute rule violation reminders, rule noncompliance fine notices; collect fines for rules violations as directed by Association Manager or Board President.
Copy and distribute minutes of monthly Board/committee meetings to each building and send a copy to nonresident/resident(s) who have requested copies of the minutes via e-mail.
Must be able to use a personal computer and have the ability to learn company specific software.
Manage Request for Actions and communicate needs to Association Manager.
Trash/Recycling/Organics Orientation to be done for all new owners.