Front Desk/Administrative Assistant

About the Role

The Administrative Assistant serves as the primary point of contact at the community amenity center, combining administrative support with front-facing customer service. This role focuses on assisting residents and guests, helping them acclimate to community amenities and policies, and supporting the enforcement of amenity center rules in a professional and courteous manner.

Responsibilities

• Provide professional front desk coverage and serve as the welcoming point of contact for residents and their guests.
• Coordinate collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensure the telephone is answered properly, and messages are handled courteously, accurately, and in a timely manner.
• Initiate preparation of Management Reports, committee reports, meeting notices, and submit for Manager’s review and approval.
• Maintain, update, and coordinate resident information in the computer database at a minimum monthly; generate and provide this information to the Property Manager, Board of Directors, and valet desk.
• Keep track of insurance certificate requests and maintain insurance records books for both vendors and unit owners.
• Maintain the supply closet, request office supplies and equipment following established purchasing procedures.
• Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets; stamp and code invoices for Property Manager approval.
• Set up meetings for the Board Approval process.
• Update packages with new memos and policies as required.
• Prepare resident information packages requiring Board approval (e.g., Architectural Modification).
• Coordinate receipt of closing statements or warranty deeds to update files and send to corporate Accounts Receivable for name and address changes.
• Maintain inventory of common area keys, transmitters, and key fobs for residents; re-order as needed following established procedures.
• Follow safety procedures and maintain a safe work environment.
• Demonstrate excellent customer service, communication, and time management skills.
• Proofread the monthly newsletter and assist with weekly communication.
• Maintain daily logs, records, and forms.
• Monitor and control access to the building.
• Greet and direct residents, guests, and invitees.

Requirements

• Associate’s degree with a concentration in business preferred, or equivalent combination of education and experience.
• Three to five plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software; strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management, and communication skills.
• Self-starter with strong communication, interpersonal, and customer service skills.

Physical Requirements

• Ability to lift up to 50 lbs.
• Standing, sitting, walking, and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.

Schedule

Wednesday - Sunday, 9:00am - 5:30pm

Benefits

• Full comprehensive benefits, including multiple medical plans, dental, and vision.
• Time off benefits and paid holidays.
• 401k with company match.

Pay

$21.00 per hour