Purpose:

The Latitude Front Desk/Administrative Assistant provides a variety of administrative and staff support services. Performs office work directly related to property management, customer service and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Key Responsibilities and Accountabilities:

Position Responsibilities:

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of management reports, committee reports, meeting notices as applicable
• and submit for Manager's review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Community Association Manager, Board of Directors and General Manager.
• Maintains digital filing system and promotes a paperless working environment.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail.
• Prepares move-in packages for new home sales, re-sales and leases. Ensures that new homeowner access control activations are processed timely.
• Prepares any resident information packages that require Board approval, (i.e. Architectural
• Modifications).
• Maintains inventory of common area keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Assists with community communications.
• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
• Help create S.O.P.'s for the success of the operation.
• Collaborates with Community Association Manager to manage front desk support team workflow.

Association Structure and Financial Management:

• Be a liaison for the Operations Department with the Lifestyle Department, F&B Department and Community Association Manager on planning and executing inter departmental S.O.P.'s
• Understand brand commitment, financial goals and operate assets in owners' best interest in accordance with the Board's policies.

Technical competencies:

Education:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience:

• Must possess strong administrative background
• Three (3) to Five (5) plus years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.
• Homeowner Association/Condominium Association experience preferred; ideally in a resort, lifestyle driven or active adult community.

Computer Literacy:

• Intermediate proficiency in Microsoft Windows software.
• Experience working with communication programs such as mail chimp or constant contact and reservation systems such as membership works an advantage.
• Working knowledge of industry software such as FirstService Residential Connect, Tops, AvidXchange etc. an advantage.

Special Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.
• Have fun!!! FINS UP!

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.