Administrative Coordinator to the Property Manager

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Orchid Island Golf & Beach Club is a private member-owned Club, recognized as a Distinguished Club™ and designated as a Platinum Club of America. Located in the Town of Orchid, Florida, just north of Vero Beach, this community is beautifully situated on 600 acres from the ocean to the river. Orchid Island Golf & Beach Club offers the best of life in Vero Beach-three spectacular dining venues, over a mile of private beach, tennis and pickleball courts, a fitness center, spa, and an outstanding Arnold Palmer designed golf course.

Orchid Island Golf & Beach Community Association (CA) has a year-round position for an Administrative Coordinator.

Job Summary :

This position provides high-level administrative support to the Property Manager. In addition, the Administrative Coordinator serves as the liaison for the Architectural Review Committee (ARC) and assists in processing all new home plans and modifications to home plans, while maintaining the smooth operation of the CA office.

Essential Duties & Responsibilities include the following, but are not limited to:

• Greets members, employees, and guests in the Administration Office and assists as needed.
• Answers phones and directs to proper extension or entity.
• Assists the Property Manager in the performance of administrative duties, which include correspondence to the members and staff, CA Committee meeting schedules, agendas, letters, and meeting minutes.
• Serves as the liaison for the ARC and processes all new home plans and modifications to home plans.
• Corresponds with ARC Chairperson to ensure all communications with approved builders, homeowners, ARC consultants, ARC Committee members, and other professionals/contractors are accurate and timely.
• Accepts plans, sends plans for review, notifies of approval or rejection, follows up for completion dates, sets final review dates, processes revisions to design guidelines and other ARC documents as required by the Committee.
• Maintains lot project status report; provides the report to the ARC Committee on a quarterly basis.
• Sets ARC review meetings, takes minutes, sends reports, creates summaries of ARC review, and forwards to Chairperson.
• Proofreads, edits, revises, and reformats all correspondence for Property Manager, which requires proper use of grammar and punctuation; assists in reviewing any printed or website materials for proper writing and grammar.
• Initiates administrative projects at the direction of the Property Manager and ARC Chairperson; assists in preparing annual meeting statistics.
• Assists Board Members with administrative correspondence, letters, and scheduling meetings as needed. Mailing letters, affixing postage as needed.
• Assists Board and Committees with PowerPoint presentations; provides required AV assistance as needed for CA meetings and sets up room for meetings as needed.
• Coordinates and schedules in-person meetings, conference call meetings, and/or Zoom meetings.
• Orders the following: office supplies, letterhead, envelopes, and business cards when needed. Coordinates central ordering program of office supplies.
• Collaborates with access control on decal registration.
• Adheres to strict confidentiality concerning all Property Management issues.
• Serves as a representative of the Safety Committee.
• Solves a wide range of complex issues and sensitive situations, exercising independent judgment and leadership skills.
• Requires in-person attendance.

This list is not intended to be all-inclusive, and you may not be responsible for every item listed. The employer reserves the right to assign additional functions and responsibilities as necessary.

Qualifications:

• High school diploma or general equivalency diploma
• Five (5) years experience as an administrative professional
• Builder, contractor, or construction knowledge is preferable

Knowledge and Skill Requirements:

• Excellent verbal and written communication skills.
• Guide the day-to-day operations of the office in a business-like positive, professional nature and ethical manner.
• Must be highly organized and detail-oriented.
• Proficient in Microsoft Word, Excel, Publisher, PowerPoint, and Outlook with accurate typing abilities.
• Effective use of time and efficient multi-tasker; flexible in work habits and work schedule.
• Ability to operate all office equipment: multi-line telephone system, computer, copier/fax/scanner, hand-held radio, etc.

Working Conditions:

Working conditions are normal for an office environment. Work may require occasional weekends, evenings, or holidays.

Orchid Island is a drug-free workplace and equal opportunity employer.