The Beach Club HOA Administrative Assistant

1 month ago

Gulf Shores, United States Spectrum Resorts Full time
Job DescriptionJob Description

 THE BEACH CLUB HOA ADMINISTRATIVE ASSISTANT

SUMMARY: Supports the Association Director and the Association Manager. This individual will assist all Beach Club owners with any questions or issues they may have. Will work closely with the Association maintenance team and vendors to schedule projects and repairs. Will need to work well internally in order to communicate information to other departments regarding ongoing projects, repairs, policy changes, and any other situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Masters accurate knowledge and understanding of Association responsibilities
  • Fields calls, questions, and maintenance requests from all Beach Club Owners
  • Provides excellent customer service by answering all calls and requests professionally and politely
  • Greets visitors to the Owner Relations/Association department, assists them if possible, or directs them to the appropriate entity
  • Provides information to all Beach Club owners regarding Association procedures, policy, and projects
  • Coordinates projects with owners, vendors, and Association maintenance
  • Follows up with team members and owners to ensure all tasks have been completed to the satisfaction of the requestor
  • Communicates updates, progress, and developments to the Association Director and Manager, as well as to Association maintenance and other internal entities
  • Develops and maintains positive relationships with all Beach Club owners, team members, and vendors
  • Assists in putting together packets for meetings and mass mail-outs, including but not limited to printing, copying, stapling, cutting, folding, labeling, and stuffing folders and envelopes
  • Reviews the security reports daily and alerts the Association Director and Manager to any issues,
  • Collects pet registration forms, issues pet tags, and maintains the owner pet registration files
  • Issues owner parking decals and maintains the owner parking decal files
  • Receives White Sky service change forms and maintains the White Sky files
  • Maintains unit files
  • Maintains any project files as needed
  • Orders and inventories supplies as needed
  • Develops skills with the software Yardi, IQWare, Hiperweb, etc.
  • Develops knowledge of the Kaba Oracode web-based keyless entry system and the Onity lock system
  • Assists with board meetings, budget meetings, insurance meetings, town hall meetings and annual meetings
  • Supports the Association Director and Manager
  • Assists in the gathering of information for realtors, banks, and mortgage company requests, such as meeting minutes, financial statements, budgets, etc.
  • Assists the Accounting department with questions regarding owner statements and vendor billing
  • Assists the Owner Relations department with the scheduling and enacting of maintenance and repairs
  • Assists with package deliveries and assists owners in locating their mail/packages.
  • Performs other related duties as assigned.
QUALIFICATIONS

  • GED or High School diploma, required
  • A positive, enthusiastic individual with exceptionally strong communication skills
  • Able to always act professionally under pressure and effectively multitask
  • Able to diffuse conflict and promote a harmonious environment for all owners, team members, and vendors
  • Experience with the Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, and Outlook required
  • Experience with homeowners associations preferred
Must possess strong communication (both verbal and written) and excellent customer service skills. The association administrative assistant must be able to effectively multitask and balance many varied tasks. This individual must be enthusiastic and passionate about people and The Beach Club.

PHYSICAL REQUIREMENTS

  • Ability to work at a desk on a computer for majority of the shift
  • Must be able to stand/walk to inspect towers, etc.
  • Must be able to lift/move up to 20 lbs.


experience with Microsoft Office Suite, PowerPoint, Excel, Word and willing to learn new software programs

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