Administrative Assistant
3 weeks ago
Position Summary
The Administrative Assistant supports the Polo Run Community Association Manger (CAM) in the day-to-day operations of the Polo Run Homeowners' Association with the highest standards of integrity and professionalism. Provides exception support/customer service to Polo Run residents, reflecting ICON Management's commitment to delivering genuine, compassionate care to residents, based upon the best practices within the property management industry.
Hours: Part-Time Monday through Friday 9:00 AM TO 2:00 PM
Pay Rate: $18.00 per hour
Essential Job Functions
* Answers incoming calls, takes and delivers messages.
* Provides community orientation to new residents on facilities, policies, and privileges. Assists residents with questions, policies, concerns or complaints in a timely, professional manner.
* Maintains accurate and complete residential records, including lease agreements, security access windshield stickers/fobs, and registration of vehicles/golf carts. Submits updated information on issued windshield stickers/fobs to HOA security vendor and assists residents with problems related to windshield stickers/fobs.
* Provides support to the CAM with receiving/opening/routing mail, managing general correspondence and assembling packages.
* Performs general office work, as assigned by the CAM, utilizing the HOA website and standard Microsoft office programs, including filing, copying and scanning documents.
* Generate and update community information including, calendar, newsletters, website, emails, and flyers for residents and guests.
* Maintains accurate and comprehensive records of HOA documents/records.
* Manages the HOA office, maintaining office appearance, organizing and maintaining office filing system, restocking/producing flyers, important community documents, etc.
* Maintains a well-organized storage room, ensuring adequate supply inventory levels.
* Uploads Community documents to the HOA website and to HOA Archives, such as Annual Meeting votes/sign-in/proxies, community legal documents, etc.
* Delivers and promotes prompt, courteous, and outgoing friendly service to all residents, guests, and fellow employees in a manner that promotes ICONic values.
* Practice and adhere to the Guiding Principles of the company and respond to all calls/emails within 24 hours of receipt.
* Assists the CAM with all aspects of office management and special projects, as assigned.
Qualifications
* High School Diploma (or equivalent); Associate's Degree preferred.
* Ability to effectively and independently use Microsoft Outlook, Excel, and Word. Knowledge of CINC/WebAxis Systems a plus. Willing to learn ICON company processes and procedures, and learn/use proprietary software.
* Adaptable and dependable with a solid attendance record.
* Excellent written and verbal communication skills. Ability to compose letters, facilitate phone calls, respond to general inquiries sensibly and to maintain a professional and respectful demeanor with coworkers, residents and guests.
* Ability to work independently with little or no supervision, with excellent multi-tasking skills and an ability to manage workflow amid shifting priorities. Ability to meet deadlines and address time-sensitive issues.
* Ability to manage difficult/challenging situations in a respectful manner, recognizing the importance of tact and discretion, maintaining confidential information appropriately.
* Ability to provide high-level customer service with astute attention to detail, organization, and time management.
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