Resident Services Coordinator

Marriott•Aspen, CO

6d•Onsite

About The Position

Provide administrative support for the Director of Residences and/or Residence Managers. This role serves as the primary point-of-contact for all Residence owners, documenting and communicating requests/complaints, and generating/implementing newsletters and marketing programs. The coordinator will attend Board of Directors meetings, prepare the Owners’ Manual, schedule welcome meetings, and maintain owner files to The Ritz-Carlton standards. Responsibilities also include ensuring accuracy of legal state statutes and governing documents, managing meeting notices and agendas, maintaining Board binders, assisting with owner engagement surveys, and notifying owners of Association matters. A Task Calendar and operations plan must be maintained, along with collecting and implementing maintenance dues in the system. The role requires assisting other employees to ensure proper coverage and prompt service, participating in Quality Assurance audit and Operational Excellence meetings, and coordinating owner requests regarding move-in/out, vendors, decorators, and realtors, ensuring all requirements are met. The position involves preparing various documents using office software, taking and distributing meeting minutes, and creating/maintaining both computer and paper-based filing systems. Data entry and retrieval from computer databases, as well as operation of standard office equipment, are also key functions. The role also emphasizes adherence to company policies, maintaining a professional appearance, confidentiality, and protecting company assets, while fostering positive working relationships, supporting team goals, and demonstrating excellent communication and guest service skills, including assisting individuals with disabilities and thanking guests with appreciation. Physical demands include moving, lifting, carrying, pushing, and pulling objects weighing less than or equal to 10 pounds without assistance. Other reasonable job duties may be requested.

Requirements

Maintain accuracy of all legal state statutes and governing documents.
Ensure uniform and personal appearances are clean and professional.
Maintain confidentiality of proprietary information.
Protect company assets.
Develop and maintain positive working relationships with others.
Support team to reach common goals.
Listen and respond appropriately to the concerns of other employees.
Speak with others using clear and professional language.
Answer telephones using appropriate etiquette.
Welcome and acknowledge all Residence owners and guests according to company standards.
Anticipate and address service needs.
Assist individuals with disabilities.
Thank Residence owners and guests with genuine appreciation.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Nice To Haves

Maintain Owners’ files to The Ritz-Carlton standards.

Responsibilities

Provide administrative support for Director of Residences and/or Residence Managers.
Document and communicate all requests/complaints to the Director of Residences/Residences Manager.
Serve as primary point-of-contact for all Residence owners.
Generate and implement newsletters and marketing programs.
Attend Board of Directors meetings and put sign in sheet and all pertinent documents in place for the meeting.
Prepare Owners’ Manual and schedule the welcome meeting with the Director of Residences.
Maintain Owners’ files to The Ritz-Carlton standards.
Maintain accuracy of all legal state statutes and governing documents.
Check that meeting notices and agendas are in place and posted on time.
Maintain the Board binders.
Assist with the Residence owners engagement survey.
Notify Residence owners of matters regarding the Association.
Maintain a Task Calendar and the operations plan.
Collect the maintenance dues and implement in the system.
Assist other employees to maintain proper coverage and prompt Residence owners and guest service.
Participate in meetings regarding Quality Assurance audit and Operational Excellence.
Coordinate Residence owners’ requests regarding move-in/out, vendors, decorators, realtors, etc., including all requirements (e.g. signed service agreement, liability waivers, detailed work order, proof of insurance, certifications, etc.).
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Take and distribute meeting minutes to appropriate individuals.
Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, payroll, and answer inquiries.
Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
Follow all company policies and procedures, ensure uniform and personal appearances are clean and professional, maintain confidentiality of proprietary information, and protect company assets.
Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees.
Speak with others using clear and professional language, and answer telephones using appropriate etiquette.
Welcome and acknowledge all Residence owners and guests according to company standards, anticipate and address service needs, assist individuals with disabilities, and thank Residence owners and guests with genuine appreciation.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
Perform other reasonable job duties as requested.