What are the responsibilities and job description for the Administrative Assistant position at Leland?

Job Description

Description :

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Tavares, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 14 consecutive years, including winning first place in our category for 2021! The position is full-time with a competitive salary and excellent benefits.

SUMMARY

The Administrative Assistant is responsible for providing administrative support the onsite Community Manager and HOA office. Duties may vary from customer service, scheduling, general office work, and administration of internal office processes as required by Association Manager. The Administrative Assistant is expected to embrace the honor to serve our community, as well as demonstrate kindness, professionalism, and timely resolution in every interaction. They will also abide by the Leland Promises made to our board members, homeowners, and fellow employees.

ADMINISTRATIVE RESPONSIBILITIES

Assist and support Community Manager as required.
Create, maintain, and enter information into databases.
Use computers for various applications, such as database management or word processing.
Operate office equipment, such as fax machines, mail system, copiers, or phone systems
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material.
Maintain scheduling and event calendars.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Conduct searches to find needed information, using such sources as the Internet.
Review / proofread weekly newsletter, emails and all community announcements.
Make copies of correspondence or other printed material.
Prepare conference or meeting materials, such as flyers or agendas.
Provide services to residents, such as replacement remotes as needed and assign remote / decals.
Schedule and attend New Owner Orientations as needed.
All other duties as assigned.

CUSTOMER SERVICE RESPONSIBILITIES

Promotes and maintains a positive and respectful work environment

Approaches work daily with a positive “Can-Do” strategy.

Ensures that all incoming telephone calls are courteously and efficiently handled and that messages are accurately documented

Lends a helping hand to the CAM with acknowledging calls and assistance to incoming calls if appropriate.

TECHNICAL SUPPORT

Computer support

Phone support

Telephone Systems

Office Safety and Awareness

Postage / Mailing

Records Management

Required Systems Access

PERSONAL SPECIFICATIONS

Communication Skills

Oral Communication - Effectively expresses oneself in one-on-one and group situations and presentations

Written Communication - Effectively expresses ideas through a variety of written communications (e mails, reports, memos, etc.), demonstrating strong writing skills

Listening - Demonstrates attentiveness and the ability to understand the oral communications of others through active listening skills

Personal Motivation

Commitment - Demonstrates commitment to perform above and beyond the essential functions of the job

Self-starter who exhibits initiative and internal motivation to achieve goals, including those beyond standard expectations

Teamwork - Ability to work well in a team environment, always willing to assist other employees

Integrity - Maintains social, ethical, and organizational norms

Enthusiasm - Demonstrates an open mind and positive attitude, while interacting with others in a positive way

Enthusiasm - Displays genuine interest, excitement and eagerness toward job, company, employees, and customers

Sensitivity - Takes into consideration the feelings and needs of others in plans and actions

Requirements :

PHYSICAL REQUIREMENTS

Ability to sit for up to eight (8) hours per day

Ability to operate a personal computer and basic office equipment

Ability to talk regularly over the phone with customers and co-workers up to eight (8) hours per day

Disclaimer Statement : This position description is not intended, nor should it be construed to be an exhaustive list of all responsibilities, duties, skills, or working conditions associated with a particular job. It is intended to be only a general description of the principal requirements common to positions of this type.

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