Administrative Assistant

Part-time

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Winter Garden, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is part-time (Tuesday thru Saturday) with competitive pay.

JOB SCOPE:

The Administrative Assistant is responsible of leading the day-to-day operations of the Town Center Office. This involves ensuring a safe, clean, and welcoming environment for residents and their guests. It includes ensuring the maintenance and repair of all office systems for on-site staff offices. This position acts as the front-line customer service agent for the Management Team, fielding most initial inquiries by phone, walk-in, email, and other correspondence.

AREAS OF RESPONSIBILITY:

· Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new owner and tenant orientation, architectural review applications, barcode/ID transactions, parking passes, and assessment payments.

· Coordinates receipt of closing statement or warranty deed to put in the homeowners file and send to corporate to update.

· Accept ARC applications from residents and review to ensure all necessary documentation is included.

· Forward all completed ARC applications to the committee.

· Be familiar with the ARC Guidelines.

· Be familiar with the Rules and Regulations of the community.

· Ensures that the telephone, emails, and website inquiries are answered properly, and messages are handled courteously, accurately and in a timely manner. (24 hours turnaround)

· Maintain community’s website to ensure documents are filed timely and accurately.

· Order and maintain office supplies as necessary, including, but not limited to barcodes, IDs, printer toner, copier paper, etc.

· Maintain all office systems are in working order and arrange repairs as necessary, including, but not limited to copier, GateAccess system, ID printer.

· Maintains the access control system. Report problem to the respected vendor.

· Record and process all payments received by check/money order/cashier’s check for various fees.

· Update and process all Email Opt-In Forms

· Keep accounts receivable spreadsheet current and provide to accounting weekly.

· Act as a contact for matters related to the GateAccess system.

· Upload approved meeting minutes on website within 3 business days of Board Meeting

· Submit to electric company street light outages/intermittent lights/day burners reported by security, management or residents.

· Maintains updates and coordinates resident information in computer database. Generates and provides this information to the correct parties.

· Create work orders that are needed within the community and close the completed ones.

· Retrieve all mail and suggestion box submittals on a daily basis, including allocation of invoices for Community Association Manager’s review and approval.

· Oversee and maintain the 5% Rental Program and process background checks.

· Monitor all amenities to ensure all residents and their guests are provided with a safe and clean environment.

· Assistance in set-up and breakdown of meetings and events.

· Special projects and other responsibilities as assigned by the Community Association Manager.

Salary Description

$16.50 to $17.50