Onsite HOA Office Assistant (Lake Park Plaza)

Position Summary

Serve as the first point of contact to greet and assist residents and visitors.

• Answer and direct incoming phone calls; check and return voice messages; assign/direct to appropriate staff for response.
• Respond to email inquiries from residents; assign other emails to appropriate staff for response.
• Aid residents with reservations & payments for the pool area, freight elevator, & hospitality room.
• Welcome new residents by sending the new resident packet and assisting with onboarding clerical duties after information is received.
• Maintain updated information in community software (Building Link, Ciranet, etc.) including calendars, owner files (leases, bike space, storage locker, access fob, etc.) & information archives.
• Process monthly deposit of payments: scan checks, create deposit list & mail with tracking.
• Aid residents with accessing & navigating resident portals to include work orders, updating their permission to enter information, looking up information archives & account information.
• Distribute and explain resident forms & guidelines to ensure compliance with community policies.
• Make copies, print documents, and assist residents with basic office needs.
• Program and reprogram access fob keys for residents.
• Maintain office supplies & coffee bar for staff & prepare for "Java with Jen".
• Prepare and send the community Friday update with useful information for residents.
• Assist with various projects and community events.

Qualifications

• Organizational and time management skills with the demonstrated ability to multi-task.
• Versatility to think and work independently and as part of a team.
• Must be able to handle multiple tasks concurrently and prioritize accordingly.
• Conduct business with the highest standards of personal, professional and ethical conduct.