Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Administrative Assistant is to support the Assistant General Manager and General Manager in all responsibilities outlined herein in order to assist in managing the Association, clubhouse and recreation area. The Administrative Assistant is to establish and maintain a professional, service-oriented relationship with all homeowners, vendors and service providers. Job responsibilities include but are not limited to the items outlined herein.

1. WORKING HOURS: The Administrative Assistant will be required to work hours as scheduled by the Assistant General Manager and General Manager. The Administrative Assistant may also be required to attend all monthly Board meetings, Committee meetings and all major community social events as needed. The Administrative Assistant will be required to work weekend hours as needed for weekend shifts, clubhouse rentals and/or Social Committee events.

1. INSPECT PARK RESTROOMS: Restrooms should be inspected frequently to ensure paper goods are replenished and facilities are cleaned. Cleaning of the facility should be coordinated with the janitorial service.

1. CLUBHOUSE SUPPLIES/MAINTENANCE: The Administrative Assistant will assist in ordering supplies. The Administrative Assistant will report any low inventory items, or any maintenance needed to the Assistant General Manager.

1. CUSTOMER SERVICE: The Administrative Assistant is required to provide professional, courteous service at all times when assisting a visitor or a caller; Board member, homeowner or service provider. Politely and professionally upholds clubhouse rules and policies.

1. RESIDENT INTERACTION: The Administrative Assistant is expected to address all resident and employee concerns and to resolve issues in a timely and professional manner including answering incoming calls, responding to all emails and voice mail messages. Any emergency items need to be reported immediately.

1. CLUBHOUSE MANUAL: Maintain a clubhouse manual to include all pertinent clubhouse information including but not limited to utility locations, preferred contractors, list of all passwords, lock and key locations, established rules and regulations for each amenity, clubhouse forms, warranty information and instructions for use for items in the clubhouse such as access software, audio and visual equipment, kitchen appliances, etc. All maintenance contracts (such as septic, trash removal etc.) and inspection reports shall be kept in the clubhouse manual.

1. ASSIST GENERAL MANAGER: Assist General Manager and Assistant General Manager as needed for deed restriction inspections, sending email blasts to the community informing community of events/pertinent information regarding clubhouse & grounds, documenting issues by taking photos or gathering any information as required by the General Manager. Install/pick up Board meeting signs for upcoming meetings, etc.

1. ASSIST WITH CLUBHOUSE COMMITTEE: Assist with the Clubhouse Committee as needed to implement and enforce policies, rules and regulations to clubhouse use. Report items of need/want/interest to the Clubhouse Committee and/or Board of Directors for further discussion and possible action. Attend Clubhouse Committee meetings as required with proper notice.

1. MAINTAINING HOMEOWNER CONTACT INFORMATION: Continually work to gather updated/current resident contact information when communicating with residents and update database with all current information.

1. ASSISTING WITH COMMUNICATION TO RESIDENTS: Continually work to get as many residents registered on the website as possible. This should be done by emailing and phoning residents to request that they visit the website and register or register them on the website while they are on the phone or at the clubhouse. A report of contact made to each resident should be kept for review by the Community Manager and/or Board of Directors.

1. MANAGE COMMUNITY WEBSITE: Manage the community website by adding new information, monthly newsletter, pictures, calendar updates, etc.

1. INSPECTION OF THE FACILITY: Perform a daily inspection of grounds, building and other community features to minimize liability concerns and to ensure excellent curb appeal as well as maintaining all community features. Ensure the pet waste bags are replenished at each station, maintain a supply of paper goods and restock as necessary, maintain gym supplies and restock as necessary and that the baseball filed light switches are in the “off” position. Ensure all light bulbs are operational at all times. Keep the facilities and kitchen in a neat and tidy condition. A weekly inspection report must be kept and available for review by the Assistant General Manager, General Manager and/or Board of Directors.

1. PREVENTATIVE MAINTENANCE: Prepare and maintain a preventative maintenance program that extends the life of all community assets while minimizing future repairs. This includes identifying any energy-saving measures that promote conservation and cost savings for the community.

1. OVERSEE ALL CONTRACTORS: Liaison with all community contractors and coordinate with contractors regarding the maintenance/repairs of all of the amenities to include the clubhouse fitness center, pool, etc. Any repairs needed shall be reported to the Assistant General Manager for action.

1. FACILITY RESERVATIONS: Assist in scheduling and coordinating all clubhouse, field, pool and pavilion reservations. This includes but is not limited to scheduling attendants, security, cleaning and preparing the facility for the event. Ensure that doors are unlocked/locked at restrooms, clubhouse, banquet room, etc. as necessary for special events. Assist in maintaining a checklist for preparing for the event as well as a checklist for inspecting the facility after an event for approval of the reimbursement of the deposit.

1. COORDINATING WITH THE SOCIAL COMMITTEE: Assist in coordinating with the Social Committee prior to each event. . The Administrative Assistant will also need to create and maintain a checklist for preparing for the event.

1. OVERSEEING PART TIME STAFF: Assist with scheduling and training other clubhouse personnel.

1. OVERSEE SNACK SHACK: Assist with the day-to-day operation of the Snack Shack.

1. ACCEPTING PAYMENTS: Accept payments for assessments/rentals/modification applications as necessary and handle as directed by the General Manager. All payments should be made by check and receipts issued. No cash should be accepted other than at Snack Shack.

1. ASSIST IN THE MAINTENANCE OF THE ACCESS SYSTEM DATABASE: Program doors to lock/unlock as necessary. Remove old owners monthly using list provided by the General Manager.

1. HOLIDAY DECORATIONS: Assist with the installation, take down and storage of holiday decorations as necessary. This includes decorations at the community monuments as well as the clubhouse.

1. Assist with any additional duties or projects as required.

1. ADHERE TO DRESS CODE REQUIREMENTS: The Administrative Assistant is required to dress professionally and adhere to the following dress code:

All employees must dress in a professional, business-like manner. The following guidelines should be used in achieving that goal:

Business Casual: The term business casual means slacks and or denim jeans without tears, frayed ends and/or holes, collared Polo type shirts (but no t-shirts), blouses, and tennis shoes, loafers or flat heeled shoes.

Unacceptable Attire: Mini-skirts, shorts or dresses (more than 4” above the knee); low cut necklines; tank tops. Spaghetti strap tops, see through clothing, denim jeans (except Fridays), skirts/dresses with open slits more than 4” above the knee; tight fitting clothing of any type; bright hose; casual shoes (thongs, flip-flops, tennis shoes); soiled or wrinkled clothing and gaudy/cumbersome jewelry.

Hair, Make-up, Nails: Appearance must be well-groomed. Hairstyles should be neat, professional styles, not requiring constant attention. Hair should be of a natural color. Make-up may be used as a subtle beauty enhancement but must not be excessive. Nails must be kept at a reasonable length so as not to interfere with work. Natural nail color is preferred, but polish may be used. Bright and unprofessional nail colors are prohibited. Body piercing must be concealed at all times other than standard ear piercing. Tattoos must be concealed when at all possible.

Business Casual: The term business casual means slacks and or denim jeans without tears, frayed ends and/or holes, collared Polo type shirts (but no t-shirts), and tennis shoes or loafers.

Unacceptable Attire: Sandals, flip-flops, and/or no shoes; soiled, torn and or wrinkled clothing.

Hair, Beard, Moustaches and Nails: Appearance must be well-groomed. Hair should be kept trimmed to a reasonable length (as determined by management) and styled in a manner that does not require frequent attention. Hair should be of a natural color. Nails must be kept clean and at a reasonable length. Body piercing must be concealed at all times other than standard ear piercing. Tattoos must be concealed when at all possible.

Requirements

REQUIRED SKILLS AND ABILITIES:

Customer Service Oriented Cooperation and Teamwork

Flexibility and Adaptability Excellent Oral and Written Skills

Self-Initiative and Motivated Positive Attitude

Sense of Urgency Dependable

Excellent Multi-Tasking Skills Excellent Time Management/Organization

Excellent Communication Skills with Homeowners and Board Members

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.