Administrative Assistant

Job Description

Job Description

FUNCTION OF THE POSITION:

• Provide excellent, easy to do business with customer service to all homeowners.
• Assist the Director of Administration and Director of Community Relations on specific projects, as requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. FRONT DESK/CLERICAL SUPPORT: (daily)

➢ Provide a pleasant customer service atmosphere for the busy POA front desk - greeting homeowners, vendors, and guests, providing information and directing/escorting them to the appropriate department/person.

➢ Answer the busy POA telephone system and assist/direct the caller to the appropriate staff person/department.

➢ Provide administrative support to members and staff and perform necessary administrative duties, such as faxing, copying, scanning, emailing, typing, etc.

2. OVERALL OFFICE SUPPORT: (daily)

➢ Responsible for the organization and cleanliness of the POA front desk and POA Lobby area.

➢ Maintain the publication wall rack making sure all brochures, publications, governing documents, etc. are up-to-date and current.

➢ Maintain paperless office procedures by scanning and saving in appropriate electronic filing system.

3. PROPERTY MANAGEMENT SYSTEM (Concierge Plus): (daily)

➢ Enter data for purposes of maintaining history on each property.

➢ Process all Workorders for POA services, including but not limited to, transportations requests, incoming/outgoing packages, paint letters, landscaping, home painting, and the like.

➢Update database with all new members, changes in existing member profile information and remove members who have left the community.

➢ Communicate with the Concierge Plus team to customize our system, correct any issues that may arise and get educated on additions to the system and where we can maximize its use.

4. WORKORDERS: (daily with monthly & YTD reporting)

➢ Process all Workorders for POA services, including but not limited to, transportations requests, incoming/outgoing packages, guest passes, paint letters, landscaping, home painting, animal traps, lighting issues, and any other issue that may arise with the members’ property and/or common property.

➢ Create a monthly/YTD report by vendor and work performed and provide copy to management.

➢ Provide information to accounting at the end of the year for the annual Operational Data.

5. TECHNOLOGICAL SUPPORT: (as needed)

➢ Assist members with technical support on cell phones, laptops, tablets, desktop computers, TVs, printers, etc. both in person and over the phone.

➢ Provide technical expertise with various programs/software and may need to create reports/spreadsheets, etc. as needed.

6. OFFICE SUPPLY ORDERING: (as needed)

➢ Order and maintain office supplies, copy paper, stationery, envelopes, toner for printer/copiers, etc.

➢ Print all logo envelopes and letterhead paper and makes sure they are well stocked for the season.

7. U.S. POSTAGE MACHINE USAGE: (daily & monthly reporting)

➢ Manage U.S. Postal machine and order meter tape and other supplies, as needed.

➢ Increase postage balance, as needed.

➢ Coordinate all general maintenance and/or problems that may arise with machine with the company.

➢ Ensure that all mail at the end of the day is posted and picked up by the USPS letter carrier. Times may arise when the outgoing mail will need to be taken directly to the post office.

8. COPIER/PRINTING MACHINES USAGE: (daily & monthly reporting)

➢ Check all automated machines in the office in accordance with the opening and closing procedures to make sure they are in working order and paper bins are fully stocked.

➢ Coordinate all general maintenance and/or problems that may arise with any machine directly with Max Davis.

➢ Perform monthly meter readings with a report to Max Davis for billing.

9. PACKAGE MANAGEMENT SYSTEM: (daily & monthly reporting)

➢ Sort incoming USPS mail delivered by Letter Carrier around 12:00 p.m. (noon) daily and make sure any outgoing mail is picked up.

➢ Check in all daily incoming boxes/packages (UPS, FedEx and USPS) for homeowners and various departments and scan packages directly into Package Zen program, automatically generating a notice sent to the recipient.

➢ Coordinate any special needs the member may have, i.e., an unlock or pickup.

➢ Follow-up with individual departments to make sure they pick up their packages.

➢ Provide boxes, bubble wrap, envelopes, etc., and assists as needed to pack the items.

➢ Address boxes using appropriate billing receipts, including using computerized air bill process and/or postage machine.

➢ Keep an inventory on hand and order supplies as needed directly from UPS, FedEx and USPS.

10. PUBLICATIONS/BROCHURES/FLYERS: (monthly - as needed)

➢ Assist with creating, updating and/or proofing publications, flyers, Google Surveys, as needed.

➢ Work with the various departments on any requests to assist with printing needs.

➢ Coordinate all monthly mailings including labeling envelopes, stuffing and postage/hand-delivery.

11. GOLF CART INSURANCE: (monthly)

➢ Collect proof of golf cart liability insurance from the membership.

➢ Email reminders of renewals.

➢ Follow\-up with expiration letters.

➢ File all documentation in Property Management System.

➢ Provide list of past due proof of golf cart liability insurance to the Director of Golf and Executive Assistant for grievance purposes.

12. PAINTING REPLACEMENT OF POA HOMES: (on-going)

➢ Maintain the paint schedule for all POA homes; coordinating with Artistic Painting and create work orders accordingly.

➢ Coordinate with Decorative Surfaces on roof cleanings and create work orders accordingly.

➢ Send notices (via US mail and email) to the homeowners regarding their scheduled date and any additional charges per Artistic Painting.

13. SPECIAL PROJECTS: (on-going))

➢ Assist with special projects as requested by the Director of Administration and/or Director of Community Affairs,

14. MEMBERSHIP DIRECTORY & LOT/ALPHA LIST THROUGH THE ABDI DATABASE (ongoing & annually mailing)

➢ Maintain ABDI database by updating member profiles as changes occur.

➢ Print Lot List and Alpha List and maintain copies on the brochure wall in the POA office.

➢ Coordinate annual profile revisions to the Membership Directory by sending a letter to the membership and update ABDI database accordingly.

➢ Print, cut & drill copies of the directory in-house and distribute accordingly and inform the membership in the monthly newsletter that the annual directory is available for pickup.

15. ANNUAL REPORT: (annually)

➢ Assist the Director of Administration with the 50-page Annual Report as needed:

o Communicate with Committee Chairs to gather articles and update the articles accordingly.

o Typeset audited financials and assist with creation of front and back covers, as needed.

o Proof the final product with others proofing as well.

o Meet with the Director of Administration to get the go ahead to send to the marketing department to mass email and print copies to have them available for the membership.

16.VOTEHOANOW ELECTRONIC VOTING SYSTEM (on-going & for membership voting) ➢ Assist the Director of Administration as needed:

o Update the membership roster, distinguishing electronic versus paper voting members.

o Communicate with VoteHOANow on any change to the roster before and during the voting period.

o Prepare for envelopes for all votes per the roster of electronic and paper members. KNOWLEDGE AND SKILLS:

➢ Soft Skills:

• General clerical skills.
• Customer Service.
• Team player.
• Sense of Urgency: (Ability to act promptly and with intention to make things happen efficiently and effectively).
• Organizational skills.
• Verbal and listening communication skills.
• Time management skills.

➢ Hard Skills:

• Office Automation: (phone system, computer systems, copiers, fax machines, printers, postage machine, etc.).
• Computer Skills: (Emailing, scanning, typing, Microsoft Office: Word, Excel, Powerpoint, Outlook, Publisher).
• Technical Skills: (Apple products, troubleshooting).
• Data Entry: (Membership Database, Property Management System and Package Management System).
• Social Skills: Ability to deal with multiple tasks and community residents, while maintaining a high level of proficiency and professionalism.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel, reach with hand and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel or crouch. The employee must occasionally lift and/or move up to 10 to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise and stress level in the work environment could be moderate to high. The work environment is generally indoors in an office setting, but frequently while performing the duties of this job, the employee may be exposed to outside weather conditions.