Administrative Assistant

Description

Position Title: Administrative Assistant

Reports to: Office Manager or Division President

Join our Team! Leland Management is seeking an Administrative Assistant in the Tavares area with excellent customer service. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 12 consecutive years, including winning first place in our category for 2021! The position is full-time with GREAT benefits.

SUMMARY The Administrative Assistant is responsible for providing administrative support for all division community managers and the division as a whole. Duties may vary from accounting, customer service, general office work, and administration of internal office processes as required by Division Manager and home office. The Administrative Assistant is expected to embrace the honor to serve our communities, 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 Managers 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, or maintaining documents, such as correspondence, or other material.

· Maintain scheduling and event calendars.

· Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

· Complete forms in accordance with company procedures.

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

· Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

· Make copies of correspondence or other printed material.

· Learn to operate new office technologies as they are developed and implemented.

· Prepare conference or meeting materials, such as flyers or agendas.

· Provide services to customers, such as order placement or account information.

· Manage projects or contribute to committee or team work.

· All other duties as assigned.

CUSTOMER SERVICE RESPONSIBILITIES

· Promotes Foundation Principals at all times 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 entire team by assisting CAMs with acknowledging calls and assistance to incoming calls if appropriate.

· Manages the scanning process of invoices into the Accounts Payable system for insuring data entry and Manager review, COA assignment, and approval

· Serves as a Helpful Expert in exceeding customer expectations on a regular basis

TECHNICAL SUPPORT

· Computer support

· Phone support

· Telephone Systems

· Office Safety and Awareness

· ADT Alarm

· Paper-lite

· Postage/Mailing Equipment

· Records Management

· Required Systems Access

PERSONAL SPECIFICATIONS

Communication Skills

· Oral Communication - Effectively expresses oneself in one-on-one and group situations and presentations • 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 other employees • Integrity - Maintains social, ethical, and organizational norms

· Enthusiasm - Demonstrates an open mind and positive attitude, while interacting with others in a positive way

· Enthusiasm - Displays genuine interest, excitement and eagerness toward job, company, employees, and customers

· Sensitivity - Takes into consideration the feelings and needs of others in plans and actions

Requirements

PHYSICAL REQUIREMENTS

· Ability to sit for up to eight (8) hours per day