Administrative Assistant

Description

Join our team! Leland Management is seeking an experienced Administrative Assistant for one of its on-site communities in the Viera / Rockledge area. The position is full-time (Monday thru Friday from 8:00am to 5:00pm) with competitive pay and excellent benefits

JOB SCOPE:

The Office Administrator reports to the Community Association Manager and is responsible for leading the day-to-day operations of the HOA Office. This involves ensuring a safe, clean, and welcoming environment for residents and community volunteers. It includes ensuring the maintenance and repair of all office systems for on-site staff offices. This position acts as the front-line customer service agent for the Management Team, fielding most initial inquiries by phone, walk-in, email, or other correspondence.
 

AREAS OF RESPONSIBILITY:
• Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new tenant and owner orientation, common area reservations, architectural review applications, and assessment payments.
• Responsible for all office filing systems including ARC files and those files in storage and/or archived.
• Accept ARC applications from residents and review to ensure all necessary documentation is included.
• Forward completed ARC applications to the committee in a timely fashion for final review.
• Be familiar with the Community's Design Standards Manual.
• Periodically check on-site storage area to make sure it is clean and debris-free.
• Forward any observed violations (debris or expired registrations) to Community Association Manager for violation letters.
• Respond to website inquiries within 24 hours.
• Assist in maintaining Community website to ensure documents are filed timely and accurately and calendar remains up to date.
• Ensure safe, clean, and comfortable office environment for on-site staff, residents, and community volunteers.
• Order and maintain office supplies as necessary, including, but not limited to printer toner, copier paper, etc.
• Maintain all office systems in working order and arrange repairs as necessary, including, but not limited to copier, printers, PCs, etc.
• Retrieve all mail and dropbox submittals on a daily basis, including allocation of invoices for Community Association Manager's review and approval.

 • Assist CAM in preparing material for all Board meetings (i.e. board packets). Responsible for conference room reservations and/or setup.
• Maintain, post, and remove material from mail kiosks and other bulletin boards, including posting of meeting notices at the entrances.
• Submit to Electric Company street light outages/intermittent lights/day burners reported by vendors, Management, or Residents.
• Assist Community Association Manager in sending any communication to Residents.
• Keep current Board of Directors information such as email addresses and phone numbers.
• Prepare irrigation/maintenance activity & supply reports on a regular basis for review by the Community Association Manager.
• Special projects and other responsibilities as assigned by the Community Association Manager.