Administrative Assistant

18 hours ago

Winter Garden, Florida, United States Artemis Lifestyle Services, Inc Full time
About Us

We are a dynamic and customer-focused organization seeking a highly skilled and organized Administrative Assistant to join our team at Artemis Lifestyle Services, Inc. As a key member of our community team, you will play a vital role in supporting our residents and ensuring the smooth operation of our community.

Job Summary

The Administrative Assistant will provide exceptional support to our onsite property manager, delivering the highest level of professionalism to owners, tenants, and vendors. This is a part-time position, working Monday-Friday from 11:00am to 4:00pm, with a competitive hourly rate of $18.

Key Responsibilities
  • Welcome residents and visitors at the clubhouse office, providing a warm and welcoming experience.
  • Maintain the HOA email account, responding promptly to resident emails and following up as necessary.
  • Provide assistance with gate and portal access, assessment payments, compliance notices, ARB applications, fines, reprinting coupons, and updating Owner account information.
  • Support real estate agents with inquiries related to the Association.
  • Facilitate the clubhouse reservation process, including pre and post walkthroughs, programming key fobs, and processing payments.
  • Coordinate event dates with all committees and maintain the community calendar.
  • Prepare and submit lists of payments received for gate access, amenity access, and clubhouse reservations to the Corporate office for recording and deposit.
  • Manage resident-submitted work orders by assigning them to appropriate vendors and communicating status updates to residents.
  • Assist in maintaining community documents and records on the Frontsteps portal, company intranet, and MyQ database.
  • Help process insurance claims for gate incidents and meet with Winter Garden PD if necessary.
  • Contribute to the creation of community communications, including weekly bulletins, announcements, newsletters, and emergency notices as needed.
  • Maintain an inventory of office supplies, gym supplies, and trash liners, informing the manager of items that are needed.
  • Assist the compliance committee with notices as needed.
  • Help gather quotes and proposals for community projects.
  • Assist in coding vendor invoices for payment when the CAM is out of office.
  • Help set up new vendors by obtaining their Certificate of Insurance (COI), W9, and contact information, while ensuring documentation is current.
  • Prepare check requests and submit for payment processing.
  • Maintain community bulletin boards and A-frame signs with updated content.
  • Perform miscellaneous office tasks such as filing, copying, scanning, etc.
Requirements
  • High-school Diploma / GED
  • 2+ years' experience in an administrative assistant role
  • Knowledge of HOA/CONDO a plus
  • Excellent customer service skills
  • Ability to communicate effectively orally and in writing
  • Ability to establish and maintain productive working relationships with residents, board members, and vendors
  • Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook
  • Knowledge of MyQ and Caliber a plus
  • Ability to multi-task and work in a fast-paced environment with little supervision, problem solve, and be proactive rather than reactive
  • Excellent organizational skills and ability to prioritize work to meet deadlines
  • Must be authorized to work in the US
  • Must have a valid driver's license
  • Must have background screen results that meet the criteria of Artemis Lifestyle Services, Inc. for the position
Working Conditions and Physical Demands

This position works onsite within the community, Monday-Friday from 11:00am to 4:00pm. The successful candidate must be able to stand for extended periods, sit, walk, use hands and fingers to feel and handle, reach with arms and hands, stoop, kneel, and crouch, lift weight or exert force of up to 30lbs.

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