Records Coordinator

Primarily responsible for utilizing ARI software to scan all documents forwarded to records department. Providing file management to all new and existing communities that includes sorting/filing documents, researching files, new community set up and file preparation for transitioning communities.

Position Responsibilities:

• Partners with Records Manager to execute an effective scanning process.
• Supports the Community Managers through new community file set up and transitioning communities.               
• Utilizes ARI to scan documents.
• Classifies all materials not readily discernible.
• Set up/organize files for new communities.
• Prepares files of exiting communities turning over to new management.
• Sorts/files documents.
• Posting monthly financials to community websites.
• Labels boxes being placed into off-site storage.
• Placing orders to send/retrieve items from off-site storage.
• Retrieves boxes/maps for communities transitioning to new management.
• Ordering office supplies.
• Creating welcome packets for new homeowners.
• Back up support for Mail room.
• 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 company database systems, including Microsoft Office, 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.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

 Physical Demands & Work Environment:

• Sitting at workstation in an office setting utilizing the computer.
• Ability to continuously stand or walk.
• Ability to bend, squat, climb stairs and lift frequently.
• Ability to lift up to 50 pounds occasionally.