What are the responsibilities and job description for the Office Assistant position at Roberts Resorts?

Job Description

Description : Position Summary :

Office Assistants handle the routine office work and administrative responsibilities of the community. Provide Epic Customer service and the first line of customer communications. Supports Community managers and employees through various tasks related to organization and communication. They are also responsible for assisting with planning and coordinating community events and activities. Office Assistants are responsible for confidential and time-sensitive material and are familiar with a variety of community office concepts, practices, and procedures.

About Roberts Resorts & Communities :

This company operates nationally and is growing by the day. At Roberts Resorts & Communities, we're on a mission to build community and fulfilling dreams. Through our core values of resourcefulness, integrity, passion, and epic customer service, we're dedicated to making a difference in the lives of 30,000 people. If you're passionate about creating meaningful impact, thrive in a culture of integrity, and are committed to delivering exceptional service, we invite you to join us in turning visions into reality and shaping a brighter future together.

PERFORMANCE OBJECTIVES :

Must become well educated on the Lease Agreement, Lease Addendum, Addendums, and Community Rules and Regulations
Greet & establish rapport with residents and prospective residents, receive community comments, suggestions, and complaints, and forward to the appropriate Manager
Answer phones in a professional manner and route calls to the appropriate party and take messages if community staff is not available
Perform administrative functions including answering phones, typing, copying, faxing, and filing
Assists management team in preparing and distributes resident and community communications
Complete and maintain community records, reports, and files
Collect and post, processing fees, rents, inspection or other fees; record in the proper accounts and issue receipts
Make collection calls for rental payments
Assist with the preparation of marketing materials and implementation of resident relation activities / events
Forward all customer service requests to the appropriate Manager
Creates monthly Newsletter
Occasionally inspects community for lease violations
Handle incoming and outgoing mail
Manage all customer service related to private events taking place in the Community Amenity Centers. (Assist residents during their visit to the Amenity Centers, answer questions regarding the facilities, give a tour of the facilities and conduct orientation, prepare rental agreement, reservation schedule)
Ensure that Rules and Regulations of the Community Amenity Centers are followed
Make sure all offices are kept clean and presentable and keep the refrigerators stocked.
Constantly promote interest in Roberts Communities by presenting a positive attitude and having a great rapport with current residents to encourage in-park referrals
Attend to vendors, order and receive products
Direct Service requests to Project Management Team
Additional or modified duties as assigned within the Company’s discretion

Requirements : KEY COMPETENCIES :

Excellent communication skills : Ability to effectively communicate with both internal team members and external stakeholders, ensuring clear and concise information exchange.

Proficient in multitasking : Capable of managing multiple tasks simultaneously while maintaining accuracy and attention to detail.

Strong organizational skills : Ability to prioritize tasks, manage time efficiently, and maintain orderly records and documents.

Adaptability : Flexibility to adapt to changing priorities and responsibilities in a fast-paced environment while conducting a series of administrative functions to support the community.

Attention to detail : Meticulous in ensuring accuracy in all tasks, from data entry to document preparation.

Problem-solving skills : Resourceful in resolving issues independently and proactively seeking solutions to challenges as they arise.

Technological proficiency : Comfortable using office software such as Microsoft Office Suite, email clients, and other relevant software applications.

Professional demeanor : Exhibits a courteous and professional attitude in all interactions, maintaining a positive representation of the company.

Efficient phone management : Proficient in answering all incoming calls by the third ring, maintaining professionalism and providing prompt assistance or redirection as necessary.

Customer-centric mindset : Committed to delivering exceptional customer service, striving to exceed expectations and consistently achieve high customer service ratings on a quarterly basis.

EDUCATION & EXPERIENCE :

High School diploma or GED

Minimum 2 years secretarial / administrative / customer service experience

Professional phone presence when talking to customers

Strong verbal and written communication and interpersonal skills

Strong organizational and time management skills

Ability to fluently read, write and speak English and Spanish

Ability to work well independent and on a team

Ability to multitask and prioritize tasks effectively

Attention to detail and accuracy in record keeping

Proficient in basic computer programs including MS Office-Word, Excel and Outlook

Valid Driver’s License and good driving record

PHYSICAL REQUIREMENTS :

Constantly sit, talk, or hear; Frequently use hands.

Manual dexterity for handling paperwork and using office equipment.

Clear vision and hearing for reviewing documents and communicating effectively.

Capability to lift up to 10 pounds.

BENEFITS :

Medical, Dental, and Vision

Employer Paid Life Insurance

Voluntary STD, LTD, Life, Accidental, and Critical Illness

PTO and 11 Paid Holidays

401(k)

Working in an inclusive community!

Complimentary stay at one of our resorts!

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