JOB OVERVIEW:

This position works closely with the Support Services Manager to facilitate the review of architectural plans and provide general coordination on architectural submissions. Customer service and attention to detail are the primary focus of this position. The position is responsible for providing a wide variety of administrative services as well as assisting with the management of properties in accordance with company policies, procedures and standards. Superior customer service, time-management and conflict management skills are required. Attention to detail and the ability to manage multiple, sometimes competing, priorities are essential.

SKILLS & QUALIFICATIONS:

Education/Training:
Some college preferred but not required. High school diploma or equivalency required. 1 to 2 to years’ experience in an office environment performing similar tasks preferred (property management and/or architectural review process). 2 years of administrative support (or related field) required.
Experience/Knowledge/Abilities:
Proficient in Microsoft Office (including Word, Excel, and PowerPoint). Excellent communication skills. Strong working knowledge of customer service principles and practices, ability to perform with minimum supervision and make decisions independently. Ability to multi-task, effectively prioritize workload, meet hard and fast deadlines. Must be a team player. Must possess strong analytical skills. Detail-oriented with multiple tasks, information organization.

PHYSICAL REQUIREMENTS:

Physical demands include ability to lift up to 50 lbs; Standing, sitting, walking and occasional climbing. The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time. Ability to work extended/flexible hours as need is required. Regular and predictable attendance.
Frequent need (66% to 100% of time) to perform the following physical activities:

Example:

• Writing/typing - Corporate/inter-office, resident communications
• Grasping/turning - Telephone, doorknob use
• Finger dexterity - Operation of office equipment
• Lifting/carrying - Paperwork, deliveries, books, files, misc.
• Attendance – Regular and predictable

Example:

• Over 25lbs. - Rare need (less than 1% of time)
• Between 10-25lbs. - Occasional need (1% to 33% of time)
• Less than 10lbs. - Frequent need (33% to 66% of time)

Vision Requirements:

• Frequent need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail.
• Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey)

Hearing Requirements:

• Frequent need (66% to 100%of time) to communicate over telephone and in person with vendors, corporate and resident staff, residents and prospects.

Speaking Requirements:

• Constant need (66% to 100% of time) to verbally communicate with home owners, vendors, and staff.

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER:

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

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• Provides five-star customer service at all times by responding to incoming visitors, telephone calls, email and other correspondence in a timely and courteous manner. Acts as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems. Follows company policy by returning all calls and emails within 24 business hours.
• Maintains positive work environment by being responsible for ensuring acknowledgements and successes are visible on white boards and shared spaces within the office.
• Consistently tracks the standard operating procedures for review procedures.
• Utilizes electronic filing systems and Connect to maintain accurate resident records. Responsible for information and document management. Ensures that all records are kept in good order.
• Provides administrative support to the Management team including but not limited to: maintaining, outlook calendars, and contact lists, expense reports and reimbursements; mileage reporting, checking voicemails, etc.
• Preparing check requests and owner reimbursements and submitting them to Manager for approval.
• Review new home and modification plans, including but not limited to, review of current governing documents with submitted plans and partnering with Manager on proposals for new rules and/or regulations.
• Work in partnership with community declarants and/or community manager on project specific questions and/or issues.
• Provide vacation coverage to managers assisting with coding of invoices, call logs, and picking up voicemail message.
• Provide support to other team members and committee members
• Tracks special projects & initiatives for office and Managers on a frequent basis.
• Other projects as needed and assigned. Provides research and reporting for different special projects.
• Candidate must present a professional appearance for work.