Administrative Assistant, HOA

Position Overview

The Administrative Assistant, HOA acts as the first point of contact for the department by greeting members and answering phones, scheduling appointments, assisting homeowners with purchase of access devices and assisting homeowners with compliance to Rules and Regulations. This position reports to the HOA Operations Manager.

Key Responsibilities

• Acts as a point of contact for the department by handling homeowner inquiries in person, via email and by phone.
• P rocessing changes of accounts, adding or deleting a Trust, ALC permits applications while applying ALC Guidelines, assist in adding/deleting gate devices from access system.
• Coordination of Vacation Watch Requests while generating weekly report and invoices.
• Coordination of Rental Applications to include Renter cards and/or Guest Cards, Process Contractor Decals, Coordinate Estate Sales Permits.
• Maintain and coordinate scheduling of Arts & Crafts facilities. Transfers and Condo Certs.
• Assist homeowner with compliance to Rules and Regulations.
• Train staff on all software and office processes.
• Support other administrative staff with troubleshooting and problem solving.
• Maintain master homeowner database per departmental procedures
• Play an integral role in welcoming new Association homeowners
• Provide essential Homeowner tools, including, but not limited to, member cards, gate devices, and directory codes.
• Answer incoming calls and correspondence; respond to homeowner requests for information; other receptionist duties when needed.
• Generate memos, emails, and reports.
• Aid in training staff members and new employees.
• Manage office programs, as directed by management.
• Maintain office equipment, including computers and machines.
• Maintain office supply inventory and manage office supply order.

Personal Attributes

• Must be highly customer oriented and responsive with high need for closure.
• Able to work under pressure and balance multiple priorities and assignments.
• Strong team-building skills, including the ability to lead, cooperate, and motivate.
• Must be a role model and able to live our BlueStar core values:
• Honesty and Integrity
• Respect for the Individual
• Teamwork
• Competitive Spirit

Minimum Requirements / Qualifications / Skills

• High School diploma or equivalent preferred.
• One to three years’ relative experience preferred, in an active office environment.
• Knowledge about Homeowners Associations a plus.
• Computer literate with proficient knowledge of Microsoft Office.
• Experience in Tops [One] HOA Software is desirable.
• Ability to work independently and collaboratively within a team.
• Ability to prioritize tasks and simultaneously handle multiple assignments.
• Ability to write reports and correspondence; good proofreading skills.
• Ability to read and interpret documents, such as equipment instructions and procedure manuals.
• Strong leadership, organizational and planning skills; excellent time management skills and ability to multi-task and prioritize work;
• Creative with an ability to suggest improvements.
• Must have excellent written and verbal communication skills, with an ability to respond to the needs and requests of coworkers and members.
• Must be able to consistently achieve high work standards; attention to detail, accuracy, and timeliness.
• Must demonstrate initiative—ability to think, work, and make independent decisions based on sound judgment.
• Must be able to pay attention to multiple details and be comfortable working in a fast-paced environment where continuous improvement is expected.

Physical Demands

• The physical demands described here are representative of those an employee encounters while performing the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to speak and hear, sit or stand for extended periods of time, walk or be able to move around the office space, use hands to fingers, handle or feel, bend, and reach with hands and arms.
• The employee must be able to occasionally lift and/or move up to 20 pounds.

Work Environment

• This position operates in a professional indoor office environment and routinely uses standard office equipment, such as computers, phones, copy and fax machines.
• The noise level in the work environment is usually moderate.

Equal Opportunity Employer

BLUESTAR RESORT & GOLF IS AN EQUAL OPPORTUNITY EMPLOYER