What are the responsibilities and job description for the Office Coordinator position at The Villages?
Within the spirit of “Making People’s Dreams Come True”, this position is responsible for organizing, coordinating and supporting leadership in addition to the greater functionality of the team at large to ensure the day-to-day office operations run at peak performance. This position is also responsible for partnering with leadership to develop and maintain office communications, procedures, and processes. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.
Full Time, Onsite Position
Benefits for full-time eligible positions:
Medical (HSA/FSA), Dental, and Vision | 401K and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages Charter School eligibility | and much more!
Responsibilities:
- Maintain a consistent “Villages” experience attuned with The Villages brand, culture and values.
- Perform administrative functions in support of office operations and home design leadership.
- Answer and screen incoming calls, transfer calls, respond to inquiries and/or take messages.
- Coordinate calendars, events and meetings for leadership and the team; including managing team schedules, days worked, PTO, team meetings, trolley and events.
- Schedule, verify and assign various appointments to include, but not limited to, home order appointments, specialist appointments, closing dates with builders, appointment availability sheets, and open change order follow ups.
- Track and prepare team anniversaries, birthdays, milestones, liaison with the Hiring & Training team to secure needed materials.
- Greet “back of the house” guests providing utmost hospitality while assisting with information, taking messages and/or directing to appropriate destinations.
- Prepare meeting agenda, transcribe meeting minutes, compile, maintain and disperse pertinent information.
- Conduct regular tracking, reporting and data upkeep.
- Receive mail and distribute to appropriate parties within the office.
- Create and assemble materials when needed.
- Create playbooks and Standard Operating Procedures (SOPs) for repeatable events and/or for future reference in partnership with the hiring and training team.
- Maintain office supply inventory.
- Submit and track technology requests.
- Ensure the general shared spaces are clean and fully functioning.
- Maintain and organize records by developing and refining filing systems, utilizing both electronic and physical formats.
- Assist with payroll processing, time off requests, check requests and building maintenance requests.
- Attend and/or facilitate special meetings, educational sessions and assist leadership in ongoing training of team members as required.
- All other duties as assigned.
Education & Experience Requirements:
- High school diploma or general education degree (GED); or one (1) to three (3) years of related experience and/or training; or equivalent combination of education and experience.
- Proficiency in Microsoft Office software including Word, Excel, and Outlook required.
- Superb planning, organization, and time management skills.
- Ability to multitask, work independently, think proactively, and prioritize.
- High level of attention to detail as well as exceptional verbal and written communication skills.
