What are the responsibilities and job description for the Administrative Coordinator position at Troon?
Position Summary:
The Administrative Coordinator is responsible for providing a wide variety of advanced administrative and clerical support to the East Property Manager and its team members to ensure the department runs smoothly. The Administrative Coordinator will provide guidance, direction, and information to owners on specific situations that may arise. Shall perform complex and confidential administrative functions including developing meeting minutes and written correspondence.
Essential Job Functions:
• Assists with general office activities and projects with administrative tasks.
• Receives and responds to incoming calls and emails from homeowners, Board members, and vendors.
• Conduct and deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
• Process print jobs, scanning, and faxing as general office support as needed.
• Ensure that office supplies are fully stocked and request orders for supplies.
• Assist owners with the use of the community's websites and maintain East Phases portals in the accounting software.
• Attend Board meetings and complete meeting minutes in a timely manner. Responsible for clarity and accuracy of these minutes and disseminate a draft meeting minutes to Property Manager or Assistant Property Manager for final approval within 2 weeks.
• Prepare and assist community managers with board meeting packages.
• Generate email blasts using a variety of Microsoft programs and occasionally Canva. Keep an organized list of emails and a calendar for when these are to be distributed to the ownership and Board members.
• Stay up to date on projects occurring around the property and update emails accordingly.
• Utilize the maintenence ticketing software to effectively communicate with both management and maintenance staff on requests.
• Oral communication- speaks clearly and effectively with members/ customers and employees. Seeks clarification if needed and responds well to questions.
• Team work – Balance team and individual responsibilities. Exhibits objectively and openness to others' views. Able to build morale and support everyone’s efforts to succeed.
• Consistently demonstrate ability to respond to changing situations in a flexible manner to meet current needs, such as reprioritizing work as necessary without requiring direct supervision.
• Other duties as assigned.
Knowledge and skills:
• Knowledge of Microsoft Office products (word, excel, Outlook, etc.) at a proficient level.
• Knowledge of other computer programs such as DocuSign and video conferencing applications.
• Professional communication skills (phone, email, interpersonal, written, and verbal, etc.)
• Professional customer service skills.
• Excellent record keeping.
• Knowledge of typical business correspondence and professional writing (grammar, structure, punctuation, spelling, etc.)
• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Knowledge of company policies, procedures, and forms
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time critical prioritization skills.
