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Administrative Coordinator

2 months ago

Davenport, Florida, United States Artemis Lifestyle Services Inc Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Artemis Lifestyle Services Inc. As an Administrative Assistant, you will provide exceptional support to our Community Association Manager (CAM) and homeowners, ensuring the smooth operation of our community's daily functions.

Key Responsibilities
  • Provide administrative support to the CAM, including answering phones, responding to emails, and greeting homeowners or visitors.
  • Assist with filing, data entry, and organizing documents.
  • Schedule meetings, events, and maintain the HOA's calendar.
  • Prepare meeting agendas, minutes, and maintain HOA records.
  • Communicate with homeowners, vendors, and board members as needed.
  • Assist with processing payments from homeowners, including dues and fees.
  • Perform basic bookkeeping and administrative support to the HOA's accountant or treasurer.
  • Prepare reports related to homeowner dues, delinquencies, and other financial metrics.
  • Monitor and track violations of HOA rules and regulations.
  • Send notices or letters to homeowners regarding non-compliance or violation issues.
  • Support the planning and execution of community events.
  • Manage access for the Springs Gate transponder system and guest pass issuance.
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 Artemis Lifestyle Services Inc. for the position
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.