Services Coordinator

Summary

Responsible to assist the Community Associations Manager in the efficient operation of The Loxahatchee Club Homeowners’ Association. Supervision, direction, and scheduling of the HOA Services support staff; Housekeeping, Home Watch & Concierge.

Primary Duties and Responsibilities

• Provide administrative support to the HOA Manager preparing for meetings, mailings, and developing and maintaining such documents, procedures, and other organizational materials.
• Provide telephone support to homeowners regarding requests, complaints and those seeking information.
• Provide back up to reception/phones as needed, identify problem and route to appropriate staff, provides information and takes detailed messages.
• Schedule maid service requests and dispatch housekeeping staff accordingly.
• Process time sheets & maid service billing through Jonas.
• Schedule handyman requests through work order system, dispatch handyman accordingly and process handyman invoices through Jonas.
• Interview, hire and release services staff when required.
• Maintain Services profitability to be in line with Budget.
• Assist members as needed with requests.
• Provide support to the HOA and our members for all vendor/utility related services on HOA property or at member residences.
• Responsible for the support, maintenance, and execution of the home inspection software application; including data entry, monitoring, and follow-up.
• Supervise and evaluate housekeeping & home inspection staff to ensure proper procedures are followed.
• Provide follow up with contractors & members for items repaired at member’s residence.
• Provide members assistance with all concierge services such as theatre tickets, baseball game tickets, dinner reservations, orders, etc.
• Assist HOA Manager as directed when the need arises.

Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience

High school diploma, business school, college or equivalent of education and experience; minimum 3 years of experience in office management; knowledge and experience with Microsoft Office, notary, Jonas and IPad applications.

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, members, vendors, and staff.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Certificates, Licenses, and Continuing Education

Maintain State of Florida Notary and a valid Florida Driver’s License.

Physical Demands

While performing the duties of this position, the employee is regularly required to sit, stand, and walk. The employee is occasionally required to lift and/or carry up to 50 pounds.

REPORTS TO:

Community Association Manager

Annual Salary $45,000-$55,000

Benefits:

• 100% employer paid medical (HMO)
• 100% employer paid dental insurance (PPO)
• 100% employer paid Life insurance coverage valued at 1 times your annual wage
• 100% employer paid AD&D equal to Life insurance in force
• 100% employer paid Short Term Disability at 66 2/3% of weekly income (max. $500 per week)

401k Plan participation - after 1 year of employment – 3% match on min. 4% deferral