Overview:

This important position is the “first face” to homeowners and other visitors when they enter the Association’s Clubhouse and Administrative Offices. This employee must maintain a professional appearance and environment that is both welcoming and helpful, while managing a variety of tasks with attention to detail, confidentiality, and excellent customer service orientation. This position reports directly to the Administrator.

Responsibilities:

• Assist homeowners by responding to a variety of questions about the community, available services, and amenities.
• Schedule and maintain master Clubhouse calendar for committee/board meetings or related business activities. Coordinate clubhouse rentals for homeowner-sponsored events and schedule post-rental cleaning. Assist with arrangements for major Association meetings.
• Annually update the Claremont Directory and arrange for printing and distribution. Responsible for updating and maintaining the Claremont Access Data Base.
• Distribute incoming mail and process outgoing mail. Assist with mass mailings for annual meetings, elections, and other related events.
• Assist the Administrator with Board meeting and monthly packet preparation, and record keeping of documents.
• Assists with ARC application process recording and filing.
• Maintain inventory of office and hospitality supplies and supply ordering.
• Schedule routine clubhouse maintenance or special repairs as requested. Perform routine walk-through inspections of the clubhouse to ensure it is always ready to receive homeowners and other visitors.
• Working knowledge of the use of media equipment (projectors, sound system, etc.).
• Oversite of Clubhouse kitchen to ensure that all supplies, glasses, dinnerware, cups, etc. are stored in appropriate area, equipment is in proper working condition, replenish as needed, and general clean up when required.
• Schedule of Clubhouse Cleaning Services, water deliveries, coffee ordering.
• Provide Notary Services, obtain necessary State of Oregon certification and renewal.
• Manage mailings, postage communication, printing, and general administrative duties.
• Assist committee members with photocopying, supplies, and related questions.
• Answer main phone line and direct questions to appropriate personnel or committee chair.
• Assist Claremont Clubs with preparation, communication, and general support to insure a successful events.

Qualifications:

• Ability to maintain a calm demeanor while multi-tasking in a busy, high volume front office environment.
• Excellent customer service and organizational skills.
• Excellent communication skills, including reading and writing ability.
• Strong administrative skills with a high level of accuracy and attention to detail.
• Ability to work independently and as a member of a team.
• Proficiency in Microsoft Windows/Office products, including Excel, Access, and Publisher.
• Maintain professional business attire, and general office/reception mannerism.
• Adhere to a high level of confidentiality, and maintain professional/personal boundaries, while communicating with a wide range of homeowner(s) interests and needs.
• Willingness to acquire Notary Public Licensure, and attend First Aid Instruction Classes, including the use of the Defibrillator.

Hours and Special Requirements:

• The scheduled hours for this (30 hours per week) position are 9:00am to 3:00pm, with a ½ hour lunch break, Monday through Friday. Occasional hours may be required not to exceed 40 hours per week.
• The incumbent must be able to lift items such as office and hospitality supplies with a weight that normally does not exceed 25 pounds.
• The incumbent must be able to walk throughout the clubhouse and occasionally around the exterior of the building and recreational facilities. This requires the ability to walk up and down stairs.
• Claremont’s policies require a post-offer drug test and background check. Claremont only hires candidates that are legally qualified to work in the United States.

This position offers the opportunity to work in a 55 beautiful resort community. If you are detail-oriented, organized, and enjoy interacting with people, we encourage you to apply for this rewarding Front Office Receptionist role.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 30 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)

Ability to Commute:

• Portland, OR 97229 (Required)

Ability to Relocate:

• Portland, OR 97229: Relocate before starting work (Required)

Work Location: In person