What are the responsibilities and job description for the Administrative Coordinator position at Greeley Community Management, LLC?
Office Duties:
- Answer phones and walk-in clients.
- Check voicemail daily and return phone calls or direct to appropriate person.
- Upload documents and updates onto websites.
- Keep software system and outlook up to date with updated information.
- Send financials to clients on a monthly basis.
- Helping with violation letters as needed
- Pull printing and postage reports at the end of each month
- Assist with Accounts Receivable and Accounts Payable
- Assist with Collections
- Filing and scanning completed weekly
- Maintain record retention files as needed
- File documents and organize as necessary within a timely manner as needed
- Scanning/Copying as needed
- Scan payables monthly and file promptly.
- Meetings:
- Update meeting schedule for clients in Outlook and website
- Schedule meeting locations in advance and confirm meeting locations 24 hours in advance
- Greet customers for scheduled meetings.
- Assist Managers in coordinating meeting packets if needed
- Run office errands as needed or requested
- Mailings:
- Scheduling, printing and organizing, fold and stuff envelopes, apply postage
- Revise/edit outgoing mailings, correspondence, postings
- Create Newsletter Calendar and give to Managers
- Stamping/stuffing of violation, collections and invoices
- Send out welcome packets as needed for closings.
- Print bills that are emailed to enter for Accounts Payable.
- Architectural Review Committee (ARC):
- Facilitate and track ARC requests
- Scan and email request to appropriate ARC committee.
- Record dates and actions to/from ARC committee.
- Notify owner within 15-20 days of final approved/denied request.
- Keep a copy in permanent HOA file.
Summary
As an Administrative Coordinator, you will be integral to the smooth operation of our office, reporting directly to the Office Manager. This role encompasses a variety of responsibilities, including managing correspondence, maintaining organized records, and providing exceptional customer service. Your core skills in clerical tasks, computer literacy, and organizational abilities will be essential in supporting daily operations. With premium skills in office management and experience with multi-line phone systems, you will enhance communication and efficiency within the team. Join us to contribute to a productive and welcoming work environment.
Qualifications
- Proficient in Microsoft Office and Google Suite
- Strong organizational and clerical skills
- Experience in customer service and administrative roles
- Excellent phone etiquette and communication skills
- Ability to manage calendars and data entry tasks
- Familiarity multi-line phone systems
- Previous experience as a dental receptionist or personal assistant is a plus
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- Paid time off
Schedule:
- 8 hour shift
Work Location: In person
Salary : $18 - $20