Receptionist - Hidden Valley HOA

About the role

To effectively and efficiently monitor the reception area of the clubhouse under the guidance of the Clubhouse Director. Maintain cordial relationships with residents, associate members, contractors, and the Board of Directors, providing satisfactory and complete service.

Responsibilities

• Answer phone and in-person inquiries and accurately log as directed.
• Utilize office/clubhouse equipment (FAX machine, copier, computer programs) skillfully and proficiently.
• Monitor the fitness room every 30 minutes and present members with necessary fitness equipment/devices.
• Assist new members with completing necessary paperwork, collecting money, and generating receipts.
• Enter new information into member files and keep updated expiration lists.
• File new member forms.
• Enter new information into both alpha and unit number lists for homeowner information.
• Monitor and manage new homeowner questionnaires.
• Record messages on spiral carbon message notes.
• Log-in variance requests and file in the Architecture folder.
• Check answering machine for messages and deliver to the appropriate person.
• Return phone calls as directed by the Clubhouse Director or Property Superintendent.
• Transfer messages to the pool area if directed.
• Communicate with lifeguard(s) regarding pool and sauna.
• Keep and monitor an accurate daily facilities usage log (classes, fitness room, meeting room, lounge, racquetball courts, tennis courts, and pool).
• Assist homeowners and members with completing necessary paperwork to reserve facilities (lounge, meeting room, pool), including collecting and providing accurate receipts for deposits and rental fees.
• Log facilities usage information as directed by the Clubhouse Director.
• Submit collected deposits and fees daily to the Clubhouse Director.
• Complete a daily clubhouse close-up checklist at the end of each workday to be reviewed by the Clubhouse Director the following day.
• Copy, collate, staple, and sort monthly Valley News as directed by the Clubhouse Director.
• Perform any other task as directed by the Clubhouse Director.

Knowledge, Skills, and Abilities

• Customer service
• Computer skills
• Organizational skills

Schedule

Part-time, 15–20 hours per week, with availability to work weekends.