Description

1 | SUMMARY OF FUNCTIONS:
The Facility Manager (Administrative Assistant) manages all amenities and Common Areas of the North Hampton Association. The position directly assists the Community Association Manager as needed to help ensure the community meets the standards established in the association’s governing documents 

2 | MAJOR DUTIES AND RESPONSIBILITIES: 

Common Areas & Maintenance

· Inspection and oversight of ongoing/ special maintenance and Vendors required for Amenities & Common Areas of the Association with approval limits defined by the Board of Directors

· Coordinate with the Board and select committees in locating vendors to perform maintenance of facilities and other functions as needed.

· Perform weekly inspections of Association amenities and common areas for maintenance needs with details and photographs to be provided to Maintenance Committee Chair or Board Liaison.

· Follow inspection schedule as set forth by CAM for all residential homes for compliance issues. Violations are to be documented with photographs and details as per governing documents and presented to CAM.

· Monitoring of ongoing violations and compliance issues as needed.

Administration 

· Answer phones, emails, general mail and other correspondence once received within a 23-hour period as well as assist Residents as needed with questions and comments.

· Assist Residents on utilization of Web Portal to submit MOD/ARC applications, change of resident information, amenity reservations etc.

· Act as primary liaison point between the Board of Directors and Residents. Assist the Board of Directors and Chairpersons of Committees as needed.

· Assist and setup Residents with amenity access cards through security monitoring system.

· Assist Residents with questions and processing agreements for Storage areas.

· Assist in setting up facilities for meetings, as needed.

· Attend monthly Board and Mod/ARC meetings to compile notes and other information, as needed.

· Ensure all maintenance needs are entered into Management Software maintenance.

· Assist in Website Administration

· Attend Board of Directors or Membership Meetings to assist the CAM.

· Attend MOD/ARC meetings and coordinate sign in sheets, speaker cards, zoom administrator and take minutes. Minutes are to be provided to Committee Members within 48-72 hours after the meeting date for approval. Once approved, communicate with Residents regarding committee decisions via email or First-Class Mail as per the governing documents.

· Monitor MOD/ARC requests for additional information weekly to update Chairperson/Board Liaison.

· Ensure all MOD/ARC requests and notes are properly entered into Management Software.

· Prepared Agendas and Committee Packages for MOD/ARC to be sent via email.

· Receive Resident notification requests for Post Inspections and coordinate with Chair of MOD/ARC.

· Participate in and provide assistance and oversight of resident communications such as email blasts, Community Notice Board etc.

· Provide weekly open and closed work order reports to the Community Association Manager

· Act as primary liaison with Security Company for alarm activations after normal work hours.

3 | Secondary Responsibility

· Receive and welcome all residents and guest to the community by providing excellent customer service.

· Assist Administrative team as backup as needed to ensure performance objectives are met

· Maintain a flexible schedule being available after hours for meetings and emergencies 

· Serve as a backup to the Community Association Manager as required

· Any additional duties assigned by the Community Association Manager

Requirements

Job Requirements

Maintain a current Florida Driver’s License & auto insurance. Willing to obtain a Community Association Manager License within one year of employment. CAM License Preferred.