Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of its communities in the Tavares, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 14 consecutive years, including winning first place in our category for 2021! The position is full-time (40 hours per week) on property with competitive pay and excellent benefits.

SUMMARY

The Administrative Assistant is responsible for providing administrative support to the onsite Community Manager and POA Management Office. Duties may vary from customer service, scheduling, general office work, and administration of internal office processes as required by the Association Manager. The Administrative Assistant is expected to embrace the honor to serve our community, as well as demonstrate kindness, professionalism, and timely resolution in every interaction. They will also abide by the Leland Promises made to our board members, homeowners, and fellow employees.

ADMINISTRATIVE RESPONSIBILITIES

· Assist and support Community Manager as required.

· Create, maintain, and enter information into databases.

· Use computers for various applications, such as database management or word processing. • Operate office equipment, such as fax machines, mail system, copiers, or phone systems • Set up and manage paper or electronic filing systems, recording information, updating paperwork, maintaining documents, i.e. correspondence, POA Documents, meeting materials, or other material.

· Maintain scheduling and event calendars.

· Distribute and post electronic committee (s) meeting agendas, routine correspondence, invoices, proposals, and reports.

· Complete forms in accordance with company procedures.

· Conduct searches to find needed information, using such sources as the Internet.

· Create, review/proofread weekly newsletter, emails and other community announcements. 

· Make copies or scan correspondence or other printed material as required.

· Prepare meeting materials, i.e. agendas, meeting packages. 

· Provide services to residents, such as replacement remotes as needed and assign remote access devices/decals.

· Schedule and attend New Owner Orientations as needed. Maintain new owner welcome packets and conduct new owner meetings upon closing. 

· Coordinate with the Maintenance Team event setup requirements.

· Maintain Architectural Review Committee (ARC) applications, process applications, prepare monthly meeting agenda and supporting documentation, prepare and distribute application letters.

· Maintain RV Storage Lot records and inventory sheet.

· Maintain POA bulletin boards.

· Manage Adult Disclosure forms.

· Update and maintain Association forms.

· Perform system backups.

· Manage yearly clubs and activities renewal applications and forms.

· Maintain the POA website.

· Record the Committee Review Recommendations. Update the different databases as required from the

action of the Board. 

· Maintain gate directory.

· Occasionally contact vendors for service repairs.

· Maintain homeowners’ files.

· All other duties as assigned. 

CUSTOMER SERVICE RESPONSIBILITIES

· Promotes and maintains a positive and respectful work environment

· Approaches work daily with a positive “Can-Do” strategy.

· Ensures that all incoming telephone calls are courteously and efficiently handled and that messages are accurately documented

· Lends a helping hand to the CAM with acknowledging calls and assistance to incoming calls if appropriate.

TECHNICAL SUPPORT

· Computer support

· Phone support

· Telephone Systems

· Office Safety and Awareness – Seems out of place 

· Records Management

· Required Systems Access 

· POA website maintenance

PERSONAL SPECIFICATIONS

Communication Skills

· Oral Communication - Effectively expresses oneself in one-on-one and group situations • Written Communication - Effectively expresses ideas through a variety of written communications (e mails, reports, memos, etc.), demonstrating strong writing skills

· Listening - Demonstrates attentiveness and the ability to understand the oral communications of others through active listening skills

Personal Motivation

· Commitment- Demonstrates commitment to perform above and beyond the essential functions of the job • Self-starter who exhibits initiative and internal motivation to achieve goals, including those beyond standard expectations

· Teamwork - Ability to work well in a team environment, always willing to assist oth