Front Desk Administrative Assistant - HOA Office

Description

Company Culture & Core Values:

Terra West Management Services’ primary goal is to provide excellent service to both internal and external clients by living through our Core Values. Our culture and business thrives when each team member works positively, cooperatively and respectfully with every person we come in contact with. In addition to performing the essential functions of the position, our ideal candidate would contribute to the cultural health and overall success of the company by identifying with and promoting our Core Values.

Essential Functions:

• Answering incoming calls.
• Receive and respond to all homeowner calls within 24 hours.
• Open and distribute mail daily.
• Accept and process resident monthly assessments and violation payments.
• Send welcome letters for gate access software.
• Process the transaction sales of gate access transponders.
• Accept and handle property leases for new residents.
• Receive and process Property Management Agreements.
• Send letters for upcoming expiration of leases and transponders.  
• Process and provide parking and pod passes to residents per policy.
• Answer room rental inquiries, provide appropriate documentation, and assist with reserving the space. 
• Provide back-up assistance to the Recreation Center Staff as needed.
• Provide residents with copies of their account ledgers, upon request.
• Scan checks and credit card receipts as a daily closing process and print reports.
• Other duties as assigned and required.

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:

• Maintain confidentiality and exercise good judgment
• Ensures Association Office is open and closed per approved hours of operation
• Maintains a professional appearance and attitude, including grooming and personal hygiene, at all times. Staff interaction with residents, guests, and visitors will be in a professional and courteous manner at all times
• Ability to deal tactfully and professionally with people in a variety of circumstances
• Ability to understand, interpret the Association’s governing documents, policies, and procedures
• Must have the ability to establish and maintain a productive working relationship with residents, co-workers, supervisors, and business partners

Requirements

Minimum Qualifications:

• Graduation from high school or equivalent
• Two years of experience in the field of customer service, recreation, fitness, or related field
• Computer proficiency in Word, Excel, Outlook, and PowerPoint
• Working knowledge of business machines, office equipment, and record-keeping
• Strong organizational and prioritizing skills
• Excellent communication skills, both written and verbal
• Attention to detail and accuracy
• Must have the ability to multi-task in a fast-paced environment

Preferred Qualifications:

• Working knowledge of Docuware or C3 Software
• Working knowledge of QuickPass gate access software
• Working knowledge of uManage compliance software
• ActiveNet Software experience a plus
• Experience working in a large-scale membership facility

Special Requirements:

• Will be required to work evenings, weekends for community events
• May be required to work outside under adverse weather conditions
• Ability to lift 50 lbs.

ADA Requirements:

• Ability to sit or stand for extended periods 
• See and read small print, both on paper and a computer screen, quickly and accurately
• Ability to speak clearly on the telephone and in person
• Ability to hear a human voice over the telephone and from 6 feet away
• Ability to move quickly and assist others in an emergency
• Ability to obtain AED/CPR/First Aid Certification

Work Posture Requirements:

• Sitting: Constantly
• Standing: Frequently
• Walking: Frequently
• Driving: N/A
• Bending (from waist): Rarely
• Crouching (squat): Rarely
• Kneeling: Rarely
• Crawling: N/A
• Climbing (stairs): N/A
• Climbing (ladder): N/A
• Twisting: N/A
• Reaching: Rarely
• Wrist Motion: Rarely

Carrying Requirements:

• Items Carried: None
• Distance: N/A
• Times Per Day: N/A
• Maximum Weight: N/A

Moving/Lifting Requirements:

• Items Moved/Lifted: N/A
• Times Per Day: N/A
• Maximum Weight: 50 lbs.

Moving/Lifting Levels/Heights:

• Floor: N/A
• Knee: N/A
• Waist: N/A
• Chest: N/A
• Overhead: N/A

Push/Pull Requirements:

• Item Name: None Frequency: N/A
• Item Name: None Frequency: N/A
• Item Name: None Frequency: N/A
• Item Name: None Frequency: N/A

Environmental Conditions:

• Inside/Outside: Yes
• Hot/Cold Temperatures: Yes
• Wet: No
• Noise: No
• Power Equipment: No
• Traffic Hazards: No
• Chemical Hazards: No
• Heights: No
• Dust: No
• Close Quarters: No
• Fumes/Odors: No

EEO/Drug Free Workplace