Administrative Coordinator

3 weeks ago

Silver Spring, United States Leisure World of Maryland Full time

Job Title: Administrative Coordinator

Full Time position - 40 hours per week

Schedule: Monday - Friday 8:30 AM - 5:00 PM

**Salary**: $52,000/year based on experience

Benefits: Medical, Dental, Vision, Life, LTD, and 401(k).

Leisure World of Maryland Corporation, the property management company for Leisure World of Maryland, is a private, age restricted community comprised of 29 community associations representing over 5,600 homes and extensive Trust operations located in Silver Spring, Maryland is seeking a full time Administrative Assistant for the Security and Transportation Department

**ESSENTIAL FUNCTIONS & BASIC DUTIES**:

- Provide high level support to the Director, Security and Transportation in the daily operations of the Security & Transportation Department.
- Supports department Managers as needed, including but not limited to the Supervisory SPO Lieutenant and Transportation Supervisor.
- Coordinates support services for the Director, Security and Transportation.
- Monitors and adheres to departmental goals and deadlines.
- Attends and records Security & Transportation Advisory Committee meetings.
- Prepare, transcribe, produce, and distribute meeting minutes and resolutions in accordance with Robert's rules. Follow up on "action items" as needed.
- Prepare and distribute member packets for STAC monthly meetings.
- Prepares billing, purchase orders, and check requests for department as needed.
- Assist with preparation of RFPs and acquires bids as needed.
- Manage relationships with vendors on behalf of the Security & Transportation Department. Maintain records on vendors, contracts, etc.
- Responds to questions, complaints, and concerns regarding Security and Transportation issues, policies and procedures from residents, employees, and general public.
- Assists the Director, Security and Transportation in maintaining departmental policy and procedures.
- Analyzes internal processes; recommending and implementing procedural or policy changes as necessary to improve operations.
- Purchases, distributes, and stores departmental supplies, including but not limited to uniforms.
- Assists with drafting and distributing departmental communications to appropriate personnel as needed.
- Maintains departmental records regarding bus transportation, supplemental transportation and SPO functions, on a daily, monthly, and yearly basis.
- Transcribe and distribute Incident Reports.
- Maintains departmental records on vendors, departmental employees, and residents.
- Issues vehicle decals to residents and maintains the community decal database.
- Manages and distributes contractor/vendor passes.
- Updates and manages after hours policies and procedures manual.
- Interacts with residents and visitors in a courteous, professional, and helpful manner at all times.
- Additional duties as assigned.

**PRINCIPAL WORKING RELATIONSHIPS**

In addition to the Leisure World of Maryland Corporation (LWMC) staff and contract personnel, the Administrative Coordinator's principal working relationships include community residents, guests, and the members of the Security & Transportation Advisory Committee (STAC).

**EDUCATION**
- High School Graduate or General Education Degree (GED) - Required.

Associates Degree (two
- year college or technical school) -Preferred.

**YEARS AND TYPE OF EXPERIENCE**
- Two (2) or more years' experience in administrative function providing support to an executive and/or upper management level position.

**KNOWLEDGE & SKILLS**
- Proficiency using Microsoft Office Suite with high level of proficiency in use of MS Word, Outlook and Excel
- Working knowledge of Microsoft. Power Point, required, Access a plus
- Knowledge of Data Management Systems
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and transcription, designing forms, and other office procedures and terminology
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
- Ability to consistently provide a high level of accurate work delivered in a timely manner
- Ability to prioritize work assignments
- Ability to identify and respond to customer needs in a courteous manner
- Ability to communicate clearly and concisely both verbally and in writing
- Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence
- Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors
- Ability to follow, apply, interpret, and explain instructions and/or guidelines
- Ability to operate standard office equipment

We can offer you a challenging and rewarding environment with many opportunities to learn, grow and achieve great results. If you want to be part of our team, we'd love to hear from you. Competitive Salary and excellent benefits.

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