What are the responsibilities and job description for the Administrative Assistant position at Leland Management, Inc?
Description
Join our team! Leland Management is seeking an experienced Administrative Assistant for one of its on-site communities in the Viera / Rockledge area. The position is full-time (Monday thru Friday from 8:00am to 5:00pm) with competitive pay and excellent benefits
JOB SCOPE:
The Office Administrator reports to the Community Association Manager and is responsible for leading the day-to-day operations of the HOA Office. This involves ensuring a safe, clean, and welcoming environment for residents and community volunteers. It includes ensuring the maintenance and repair of all office systems for on-site staff offices. This position acts as the front-line customer service agent for the Management Team, fielding most initial inquiries by phone, walk-in, email, or other correspondence.
AREAS OF RESPONSIBILITY:
• Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new tenant and owner orientation, common area reservations, architectural review applications, and assessment payments.
• Responsible for all office filing systems including ARC files and those files in storage and/or archived.
• Accept ARC applications from residents and review to ensure all necessary documentation is included.
• Forward completed ARC applications to the committee in a timely fashion for final review.
• Be familiar with the Community's Design Standards Manual.
• Periodically check on-site storage area to make sure it is clean and debris-free.
• Forward any observed violations (debris or expired registrations) to Community Association Manager for violation letters.
• Respond to website inquiries within 24 hours.
• Assist in maintaining Community website to ensure documents are filed timely and accurately and calendar remains up to date.
• Ensure safe, clean, and comfortable office environment for on-site staff, residents, and community volunteers.
• Order and maintain office supplies as necessary, including, but not limited to printer toner, copier paper, etc.
• Maintain all office systems in working order and arrange repairs as necessary, including, but not limited to copier, printers, PCs, etc.
• Retrieve all mail and dropbox submittals on a daily basis, including allocation of invoices for Community Association Manager's review and approval.
• Assist CAM in preparing material for all Board meetings (i.e. board packets). Responsible for conference room reservations and/or setup.
• Maintain, post, and remove material from mail kiosks and other bulletin boards, including posting of meeting notices at the entrances.
• Submit to Electric Company street light outages/intermittent lights/day burners reported by vendors, Management, or Residents.
• Assist Community Association Manager in sending any communication to Residents.
• Keep current Board of Directors information such as email addresses and phone numbers.
• Prepare irrigation/maintenance activity & supply reports on a regular basis for review by the Community Association Manager.
• Special projects and other responsibilities as assigned by the Community Association Manager.
