Administrative Assistant

 

The Administrative Assistant is to support the Assistant General Manager and General Manager in all responsibilities outlined herein in order to assist in managing the Association, clubhouse and recreation area. The Administrative Assistant is to establish and maintain a professional, service-oriented relationship with all homeowners, vendors and service providers. Job responsibilities include but are not limited to the items outlined herein.

 

1. WORKING HOURS: The Administrative Assistant will be required to work hours as scheduled by the Assistant General Manager and General Manager. The Administrative Assistant may also be required to attend all monthly Board meetings, Committee meetings and all major community social events as needed. The Administrative Assistant will be required to work weekend hours as needed for weekend shifts, clubhouse rentals and/or Social Committee events.

 

1. INSPECT PARK RESTROOMS: Restrooms should be inspected frequently to ensure paper goods are replenished and facilities are cleaned. Cleaning of the facility should be coordinated with the janitorial service.

 

1. CLUBHOUSE SUPPLIES/MAINTENANCE: The Administrative Assistant will assist in ordering supplies. The Administrative Assistant will report any low inventory items, or any maintenance needed to the Assistant General Manager.

 

1. CUSTOMER SERVICE: The Administrative Assistant is required to provide professional, courteous service at all times when assisting a visitor or a caller; Board member, homeowner or service provider. Politely and professionally upholds clubhouse rules and policies.

 

1. RESIDENT INTERACTION: The Administrative Assistant is expected to address all resident and employee concerns and to resolve issues in a timely and professional manner including answering incoming calls, responding to all emails and voice mail messages. Any emergency items need to be reported immediately.

 

1. CLUBHOUSE MANUAL: Maintain a clubhouse manual to include all pertinent clubhouse information including but not limited to utility locations, preferred contractors, list of all passwords, lock and key locations, established rules and regulations for each amenity, clubhouse forms, warranty information and instructions for use for items in the clubhouse such as access software, audio and visual equipment, kitchen appliances, etc. All maintenance contracts (such as septic, trash removal etc.) and inspection reports shall be kept in the clubhouse manual.

 

1. ASSIST GENERAL MANAGER: Assist General Manager and Assistant General Manager as needed for deed restriction inspections, sending email blasts to the community informing community of events/pertinent information regarding clubhouse & grounds, documenting issues by taking photos or gathering any information as required by the General Manager. Install/pick up Board meeting signs for upcoming meetings, etc.

 

1. ASSIST WITH CLUBHOUSE COMMITTEE: Assist with the Clubhouse Committee as needed to implement and enforce policies, rules and regulations to clubhouse use. Report items of need/want/interest to the Clubhouse Committee and/or Board of Directors for further discussion and possible action. Attend Clubhouse Committee meetings as required with proper notice.

 

1. MAINTAINING HOMEOWNER CONTACT INFORMATION: Continually work to gather updated/current resident contact information when communicating with residents and update database with all current information.

 

1. ASSISTING WITH COMMUNICATION TO RESIDENTS: Continually work to get as many residents registered on the website as possible. This should be done by emailing and phoning residents to request that they visit the website and register or register them on the website while they are on the phone or at the clubhouse. A report of contact made to each resident should be kept for review by the Community Manager and/or Board of Directors.

 

1. MANAGE COMMUNITY WEBSITE: Manage the community website by adding new information, monthly newsletter, pictures, calendar updates, etc.

 

1. INSPECTION OF THE FACILITY: Perform a daily inspection of grounds, building and other community features to minimize liability concerns and to ensure excellent curb appeal as well as maintaining all community features. Ensure the pet waste bags are replenished at each station, maintain a supply of paper goods and restock as necessary, maintain gym su