Job Details
Job Type
Part-time
Description
Join our Team! Leland Management is seeking a part-time Administrative Assistant in the Sarasota 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!
JOB SCOPE:
The Office Administrator reports to the Community Association Manager and is responsible for leading the day-to-day operations of the HOA Office. This involves ensuring a safe, clean, and welcoming environment for residents and community volunteers. 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, or other correspondence.
AREAS OF RESPONSIBILITY:
Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new tenant and owner orientation, CAD/CCAD renewals, purchases and terminations, RV/Boat Lot rentals, Pavilion rentals, architectural review applications, golf cart registrations, and assessment payments.
Responsible for all office filing systems including ARCNC files and those files in storage and/or archived.
Accept ARC/ARCNC applications from residents and review to ensure all necessary documentation is included.
Forward completed ARC/ARCNC applications to the Covenants Manager in a timely fashion for final review.
Be familiar with the Community's Design Standards Manual.
Keep lot status/tenant log report spreadsheet updated.
Maintain all RV/Boat Storage Lease Agreements and ensure vehicles are currently registered per Agreement.
Periodically check storage area to make sure it is clean and debris-free.
Forward any observed violations (debris or expired registrations) to Covenants Manager for violation letters.
Respond to website inquiries within 24 hours.
Maintain Community website to ensure documents are filed timely and accurately and calendar remains up to date.
Ensure safe, clean, and comfortable office environment for on-site staff, residents, and community volunteers.
Order and maintain office supplies as necessary, including, but not limited to CADs, printer toner, copier paper, etc.
Maintain all office systems in working order and arrange repairs as necessary, including, but not limited to copier, printers and PCs.
Record and process all payments received by check/money order/cashier's check for various fees and clubhouse rentals.
Retrieve all mail on a daily basis, including allocation of invoices for Community Association Manager's review and approval.
Act as primary contact for all matters related to the POA.
Prepare material for all Board meetings (i.e. board packets). Responsible for conference room reservations and/or setup.
Upload approved meeting minutes on website or to committee within three business days of meeting or of receipt of minutes from Director or committee chairs.
Maintain, post, and remove material from mail kiosks and other bulletin boards, including posting of meeting notices at the entry gates.
Assist Community Association Manager in sending any communication to Residents.
Keep current Board of Directors information such as email addresses and phone numbers.
Prepare activity reports on a regular basis for review by the Community Association Manager and inclusion with Board of Director's monthly financial reports.
Special projects and other responsibilities as assigned by the Community Association Manager.
Salary Description
$22.00