Job Description
Job Description
Job Title: Office Administrator-Front Desk of Residential Cooperative Building
Full Time Salary - 40 Hours per Week - 7am to 3pm - Monday - Friday
Position Summary: The Office Administrator (OA) works in collaboration with the General Manager (GM) with primary responsibility for overseeing building administrative operations, supervising garage staff and ensuring exceptional service to residents and members. The OA assumes supervisory responsibility for all building staff in the absence of the GM. This position exercises independent judgement and discretion in managing daily operations and is entrusted with sensitive and highly confidential information.
The OA prepares reports, sales and lease packets, processes invoices and payments, handles member inquiries, supervises, and trains staff, and accurately maintains all member/resident records. This position is expected to communicate effectively both verbally and in writing with board members, residents, contractors, staff, and others.
This is an on-site position during core business hours and is expected to be available beyond core business hours for building emergencies.
Duties /Responsibilities:
Member Services and Records Management
● Process Unit Sales/Lease applications
● Update Sales/Lease information monthly, producing required reports to the General Manager and the Membership Committee Chairperson
● Ensure members/residents’ directory, monthly parking, and new resident data is accurate and up to date
● Inspect storage space regularly, including providing violation notices and following up on required actions
● Inspect bicycle storage regularly and ensure all bicycles are registered properly
● Ensure member and employee data is up to date and accurate for reporting requirements
● Independently respond to resident concerns and requests
● Assist volunteers with organizing the monthly Open House event
Communications
· Oversee PPAC communications vehicles including the website, BuildingLink, Hi-Lites Newsletter and periodic surveys. Work with the Communications Committee in developing these and other communication opportunities.
● Ensure all data is up-to-date, organized and easy to access by staff and building residents.
Develop a strong relationship with the property management software vendor to assure software is running effectively and efficiently.
Financial
● Provide back-up support in General Manager’s absence including monthly invoice processing for in-unit maintenance and guest parking, building repairs, and purchasing
● Process all checks for payment
● Ensure all credit card payments are coded properly for accounting
● Responsible for preparing monthly garage parking invoices for tenants
Personnel Management
● Complete payroll to be submitted to the management company
● Monitor and log all Paid Time Off (PTO) and attendance for front desk, garage, and maintenance staff in accordance with employee policies manual
● Complete annual, formal, written performance review for direct reports
● Directly supervise and train garage staff including coaching, counseling and disciplinary actions (as necessary) of employees to improve performance
● Coordinate and conduct orientation and training for new staff
● Be available to provide staff support for emergencies outside of core business hours
● Handle payroll, staffing, and disciplinary actions for garage staff
● Have knowledge of Potomac Plaza Apartments’ policies and procedures for members/residents and staff
● Communicate necessary information to staff to include status of purchase or lease applicants and building projects
Office
● Responsible for office inventory including supplies for maintenance, garage, front desk, and main office
● Create and distribute memos regarding issues affecting building, owners, residents, staff, and other activities
● Extensive knowledge of PPAC and local emergency procedures
● Ensure the front desk and garage service teams provide a high degree of customer service support to clients and guests at all times
● Have a thorough understanding of building systems, including reception and garage technology and protocols
● Ensure staff follow all PPAC policies
● Responsible for activating and deactivating door and garage fob transmitters
● Provide additional building support as required by the General Manager and/or Board members
● Prepare monthly board book for Board Meetings
Training
- Recommend completing up to 24 hours of approved job-related training annually including 1 customer service class, paid for by PPAC.
Required Skills & Qualifications:
- A college degree and/or 3 years equivalent experience.
- Proven knowledge of office procedures
- Proficiency in Microsoft Office Suite including Outlook, Word, and Excel
- Proficiency in use of PPAC software products such as BuildingLink
· Excellent customer service and communication skills both oral and written, including basic telephone etiquette
· Provide impeccable organization and attention to detail in maintaining facility
· Ability to prioritize and multi-task
· Knowledge of basic computer skills to assist staff with technical issues
· Proven ability to supervise a multi-shift team, providing guidance, mentoring and feedback
● Ability to work well under pressure, make decisions in an emergency and recognize and resolve problems in the early stages
● MUST maintain confidentiality at all times
● Is required to be available for emergencies beyond core business hours
● Proven ability to manage and train others
● Must complete cross training necessary to answer emergency calls and possibly sit at front desk
Other Requirements:
● Perform other tasks as directed by the Board from time to time
● Must be available to respond to building emergencies outside core business hours
● Must complete cross-training to handle emergency calls and provide front desk coverage
● Must maintain confidentiality of sensitive member, resident and personnel information
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
We are an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, disability, genetic information, or any other characteristic protected under District of Columbia or federal law. We are committed to fostering an inclusive and equitable workplace where all employees feel valued and supported.
Company Description273 Unit DC Residential Cooperative Building
Company Description
273 Unit DC Residential Cooperative Building