Administrative Assistant (Resident Service)

Administrative Assistant (Resident Service) Location Leesburg, FL : Description:

Join our Team! Leland Management is seeking a full-time Resident Service Admin in the Leesburg, FL area with excellent customer service skills. Join our team to learn why the Orlando Business Journal has named us one of Central Florida's Best Places to Work for 12 consecutive years, including winning first place in our category for 2021! The position is full-time with GREAT benefits.

Position Description:

Provide administrative services to the residents of Pennbrooke.

The Resident Service Office Administrative Assistant plays a crucial role in supporting the daily operations of the Resident Service Office. This position involves providing administrative and clerical support to ensure efficient and smooth functioning of the office, while also maintaining positive interactions with residents and other guest.

Essential Functions — May include but are not limited to the following:

• Maintain customer relationships by handling residents' questions and concerns.
• Assist in resolving minor disputes or conflicts among residents in a diplomatic and professional manner.
• Answer telephone calls and emails in prompt and courteous manner
• Greet residents, visitors, and vendors handling issues or directing to appropriate staff
• Maintain and supply Welcome packets; provide orientation for new residents
• Process New Resident and Renter applications
• Open and Close the office.
• Maintain PHOA Residents rosters. Process vacation slips
• Maintain Voting Certificate spreadsheet
• Sell tickets for Activity Department, and events open to all Pennbrooke residents.
• Sell postage & stamps.
• Prepare bank deposits from ticket sales, copier, postage, bar codes and fax receipts, manage mail distribution and package handling.
• Copy of Deposit slips to Activities Coordinator, Administrative Assistant and Collections
• Schedule Notary appointments and all other appointments/meetings for the office
• Process ARC applications, start and completion, sign out ARC color and door books
• Issue barcodes, run monthly report and update barcode book
• Liaison to Bereavement Committee and processing of notices
• Process and follow-up on Yellowstone complaints
• Process PHOA work order request
• Update Dwelling Live for changes or new residents
• Updating community TV slides
• Order office supplies

• Special projects, work overflow and all other work as assigned by the CAM

The Resident Services Office is responsible for providing administrative services to the Pennbrooke resident community.

RESPONSIBILITIES - In addition to Essential Functions

Opening/closing office. Answer and return telephone calls in a timely manner. Maintains good customer relationships by handling residents' questions and concerns promptly and professionally.

Greets and directs all residents, visitors, and vendors.

Provides new residents with welcome packet, makes written notification of new resident to parties concerned, updates HOA and RV rosters, labels internal mailbox and completes rolodex card.

Maintains welcome packet for new residents, updating as changes occur.

Update paperwork for residents that sell their homes with new resident information.

Manages, organizes, and updates the resident homeowners' information roster.

Maintains Voting Certificate for each household as required for annual election meeting and other meetings requiring community vote.

Orders postage as needed. Maintains ink and staples for copy machine. Maintains postal service using postage meter as well as sale of books or stamps. Handles certified mail and mass mailings for property manager.

Handles ticket sales for Activity Department, Activity Club, and neighborhood functions, Pennbrooke Players and Chorus shows, accepts bingo money, and keeps track of club cost for copies.

Prepares bank deposits by compiling data from various sources (e.g., ticket, copier, postage, bar codes and fax sales).

Liaison to Bereavement committee, provides notification to necessary committees & personnel.

Signs out tables and chairs for residents; accepts lost items and keeps a handyman binder for referrals.

Picks up RSO mail, print name tags for cubbies, post announcements regarding garbage pickup and HOA Board Meetings.

Hands out newsletters and removes discarded newsletter to be handed out in RSO.

Distributes phone directories & newsletters.

Updates the community TV channel daily by creating slides using Power point and Print Master Programs.

Operates a variety of standard office machines, including office computer, copier, and fax and postage machine.

Makes copies, sends faxes, weighs packages for mailing, sells and order stamps.

Maintain computer spreadsheet for bar codes. Sell & adhere bar code to vehicles following bar code policy guidelines.

Skill in various computer programs such as Word, Excel, Power point, and Print Master.

Performs other duties as assigned by the Community Association Manager.

Requirements:

Physica l Demands and Working Environment:

Work is performed indoors, requires sitting for long periods, walking, bending, crouching, climbing, reaching, grasping, and lifting up to 50 pounds. Work schedule varies with the season. Employees are required to use all safety equipment as issued.

Minimum Qualifications - Education, Training, and Experience Guidelines:

Knowledge, experience and training in office procedures, and banking.

High school diploma or equivalent

Previous experience in an administrative or customer service role is advantageous.

Excellent communication and interpersonal skills.

Proficient in using office software and HOA management systems.

Ability to multitask, prioritize, and work independently in a fast-paced environment.

Strong organizational and problem-solving skills.

Knowledge of homeowner's association regulations and policies is a plus.

Must have knowledge of:

Computer

Postage Machine

Microsoft Word, Power Point, and Excel

Telephone etiquette

Fax machine

Copier

License or Certification Requirements:

Valid Florida driver's license

Clean driving record with no accidents or traffic violations