Job Description

SUMMARY:

The position is responsible to perform various assignments in support of the day-to-day business operations and administrative tasks; all completed with efficiency, accuracy, flexibility and positivity in support of reaching company objectives. The position requires someone that is willing to wear many hats within our small company, remain flexible, and possess a drive to grow within the company.

RESPONSIBILITIES:

ADMINISTRATION

·         Handle professional administrative tasks including, but not limited to, scheduling appointments, research projects, working with vendors, supply inventory, equipment maintenance, ordering, purchasing, coordinating travel, etc.

·         Incoming email management on behalf of the organization; route and assign as needed. 

·         Handle route and process incoming and outgoing physical mail.

·         Calendar management and scheduling on behalf of the company management.

·         Document management including copying, scanning, filing and electronic document management.

·         Prepare process, training and documentation, maintain distribution lists, organize events and meetings; take and report meeting notes as requested.

·         Assist in preparing brochures, flyers, mailers, ballots, newsletters, and violation letters and other information materials.

·         Support and administrate the processing, tracking and bookkeeping for company expenses, purchases, annual budget and related financial functions.

SOFTWARE ADMINISTRATION & REPORTING

·         Administrate and maintain the cloud based management software that provides business operations features for Community Association Management, Operations, Office Leasing, Property Rentals and Accounting data and functions.

·         Maintain resident and owner rosters, contact information, inspection and violation tracking, maintenance requests, informational requests, etc.

·         Manage the software vendor relationships and tracking of software enhancements.

·         Create new client sites and portals through the management software and ensure accuracy.

·         Conduct property onboarding activities including data preparation, data imports, welcome letters, etc.

·         Create new client websites and portals; ensure information is accurate and up to date.

COMMUNICATION & MEETING MANAGEMENT

·         Respond to client and owner questions in person, via telephone, email and through the owner portal within 24 business hours or less.

·         Composes correspondence, reports, and other documents as requested; prepare and distribute Board packets, community communication including emails, letters and mass mail outs.

·         Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging facilities. 

·         Attend in person meetings as requested; generally in early evening hours.

·         Handle Emergency Calls during non-business hours, weekends and holidays on a rotational (shared) basis.

·         Handles sensitive and/or confidential documents and information where judgement and discretion are essential.

COMMUNITY OPERATIONS SUPPORT

·         Create and coordinate service requests, maintenance work and vendor scheduling in management software program.

·         Establish positive and supportive relationships with property owners, board members, vendors and internal staff.

·         Understand and interpret legislation and governing documents to assist with and ensure compliance.

·         Assist with compliance inspection duties for owner association clients. Includes walk around and drive by exterior inspections, violation process and follow up inspection for rule violations.

·         Coordination of community projects, defining project scope, securing quotations and vendor bids for various board-approved actions and tasks.

·         Assist with site visits, meetings with vendors, errands, deliveries with personal vehicle.

·         Ensure that maintenance, repairs and other service agreements are completed based on the contracted specifications with the vendor.