Administrative Assistant HOA - Regal Palms

Compensation Amount:

19.25 USD Hourly

Job Summary:

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit.

Job Description:

ESSENTIAL FUNCTIONS

Job Summary: We are seeking talented individuals for the position of Administrative Assistant . This role focuses on administrative and operational support for HOA compliance activities, including enforcement, homeowner interactions, and detailed reporting. The ideal candidate has exceptional organizational skills, a keen eye for detail, and the ability to handle compliance matters consistently and professionally.

• Handle deposits and armored car pick ups.
• Keep records and execute administrative policies determined by management
• Adhere to and promote GSI Hospitality Standards.
• Screen incoming calls and correspondence, and respond independently when possible.
• Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
• Create and maintain database and spreadsheet files for revenue management and Sales and marketing.
• Run all required weekly and monthly reports for analysis and distribution
• Act as an onsite Human Resources : maintaining and executing changes to employee files, recruiting, Workday oversight
• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
• Maintain office equipment and supplies. 
• Required to learn new software systems  and become proficient as assigned
• Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments. Operate multi-extension phone system.
• Perform administrative tasks as assigned by management team.
• Maintain awareness of safety issues, and report them immediately to your manager. 
• Monitor follow-ups for violations and ensure deadlines are met.
• Issue and track violation notices based on community regulations.
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SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

• High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position. 
• Ability to calculate basic mathematical figures.
• Computer proficiency with the ability to utilize Microsoft Outlook, excel, Teams, Word-press
• Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit at a desk for the entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch. 
• Use hands and arms to reach for, grasp, and manipulate objects.

EQUIPMENT USED

• Typical office equipment (computers, laptop, printer with scanning capabilities, copiers, among others).

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Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer.  All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.