Position Summary:
Primarily responsible for providing administrative assistance to Community Managers which includes customer service, preparing/mailing violation letters, preparing newsletters, drafting letters, taking minutes at board meetings, and overall administrative duties that lead to the success of on-going projects.
Position Responsibilities:
- Provides direct support to assigned Community Managers in order to meet community standards.
- Serves as the first impression for the office and maintains the front entry area and meeting rooms.
- Provides customer service to homeowners in person, via phone, email and virtually.
- Addresses customer issues and ensures effective, long-term solutions.
- Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and editing newsletters, creating and maintaining spreadsheets, etc.
- Maintains an effective process for tracking architectural submittals.
- Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
- Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
- Works with vendors to provide direction and collect bids per the manager.
- Designs newsletters, brochures, pamphlets, handouts, notices, etc. for communities.
- Maintains strict adherence to community and company deadlines.
- Adaptability to last minute admin tasks requested by the developer.
- Performs other related duties as directed.
Knowledge, Skills and Abilities:
- Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
- Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
- Exceptional organization and tracking skills.
- Ability to function efficiently in a fast-paced, demanding environment.
- Ability to proficiently utilize computer programs and database systems, including Microsoft Office, Excel, Power Point, Publisher, Outlook, internet and e-mail systems.
- Ability to interact and work positively and effectively with homeowners and staff at all levels.
- Advanced communication skills both verbal and written.
- Superior customer service skills and phone etiquette.
- Ability to work collaboratively and cooperatively within the department as well as with other departments.
Physical Demands & Work Environment:
- Primarily sitting at workstation utilizing a computer in an office setting.
- May be required to lift boxes, fill paper trays, and other minor physical office related tasks
