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Administrative Assistant

3 months ago

Winter Garden, United States Artemis Lifestyle Services Inc Full time
Job DescriptionJob DescriptionDescription:

About us

Do you have a passion for helping others?

If you’re one of the best administrative professionals in the industry with a friendly, customer-focused personality, then we want you to work with our terrific team

What we need: An awesome full-time preferred bilingual administrative assistant to support our CAM in the Winter Garden area.

What you’ll get: A supportive, fun company culture where you get to make a difference. After all, you help make communities great, and you help people love where they live Plus, we offer some crazy good benefits, including a generous PTO plan and an innovative vacation reimbursement program (Yes, you get cash for going on vacation) Love where you work

POSITION SUMMARY

The Administrative Assistant is accountable for supervising the work done within the community by contracted vendors who provide maintenance and security. This position will also assist in managing and delivering account information. The Administrative Assistant will report to the Community Association Manager.

POSITION FUNCTIONS:

  1. Create and send email communications
  2. Participate in advisory groups as needed
  3. Update homeowner’s account information in FRONTSTEPS daily
  4. Provide requested account and community information to authorized homeowners and vendors
  5. Prepare and distribute welcome packages to new homeowners
  6. Assist Security team with guest registration
  7. Activate requested hangtags for authorized homeowners and vendors
  8. Record and document daily/weekly/monthly maintenance reports
  9. Contribute to the Architectural change and approval process by submitting applications to the Architectural Review Committee for review, notifying homeowners regarding missing documents, assisting homeowners with use of the web portal and communicating status to Directors
  10. Perform routine inspections of community & common areas to ensure proper maintenance services are being fulfilled
  11. Conduct community & common area inspections by providing a complete, timely and effective covenant enforcement service including issue and follow-up of violation notices for noncompliance in software and taking corrective action as required.
  12. Assist Community Manager and assigned advisory groups with vendor management process to include bidding, hiring and monitoring vendors to ensure professional contract management practices
  13. Manage the vendor work order process and communicate scheduling with vendor and residents
  14. Draft and submit compliant and timely meeting notices, board and committee packets and meeting minutes for Community Directors to review and approve prior to distribution.
  15. Maintain electronic paper file storage and retentions
  16. Ensure the timely, efficient handling and resolution of each inquiry, request, dispute or complaint by establishing needs, investigating problems and identifying and implementing agreed upon solutions
  17. Ensures the on time, on budget completion of special projects that meet agreed objectives by confirming details, developing and implementing project plans (resources, tasks, timelines), tracking progress and reporting progress as required
  18. Respond and assess after-hour urgent matters to determine the priority of the situation

Attend and assist with community lifestyle events as needed

Requirements:

QUALIFICATIONS AND REQUIREMENTS

  • High-school Diploma / GED
  • 2+ years’ experience in an administrative assistant role
  • Knowledge of HOA/CONDO
  • Excellent customer service skills
  • Ability to communicate effectively orally and in writing
  • Ability to establish and maintain productive working relationships with staff, vendors and residents
  • Working knowledge of association documents, a plus
  • Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook
  • Ability to meet deadlines
  • Ability to multi-task and learn at a fast, hands on pace
  • Ability to work with little supervision, problem solve and be proactive rather than reactive
  • Ability to make decisions and carry out directions
  • Excellent organizational skills and ability to prioritize work
  • Must be authorized to work in the US
  • Must have valid driver’s license
  • Must have background screen results that meet the criteria of Confidential Company for the position
  • Ability to speak and write fluent Spanish is preferred

WORKING CONDITIONS AND PHYSICAL DEMANDS

Works on-site within the community 50-75% of the time. Must be able to stand for extended periods, sit; walk; use hands and fingers to feel and handle; reach with arms and hands; talk, hear, stoop, kneel and crouch; lift weight or exert force of up to 30lbs. Must have the ability and be willing to work occasional nights or weekend days for job / community related functions.