Description

Provide administrative services to the residents of Pennbrooke.

The Resident Service Office Administrative Assistant plays a crucial role in supporting the daily operations of the Resident Service Office. This position involves providing administrative and clerical support to ensure efficient and smooth functioning of the office, while also maintaining positive interactions with residents and other guest. 

Requirements

Essential Functions — May include but are not limited to the following:

 1. Maintain customer relationships by handling residents’ questions and concerns.

Assist in resolving minor disputes or conflicts among residents in a diplomatic and professional manner.

 2. Answer telephone calls and emails in prompt and courteous manner

 3. Greet residents, visitors, and vendors handling issues or directing to appropriate staff 

4. Maintain and supply Welcome packets; provide orientation for new residents

5. Process New Resident and Renter applications 

6. Open and Close the office.

7. Maintain PHOA Residents rosters. Process vacation slips

 8. Maintain Voting Certificate spreadsheet 

9. Sell tickets for Activity Department, and events open to all Pennbrooke residents. 

Sell postage & stamps.

10. Prepare bank deposits from ticket sales, copier, postage, bar codes and fax receipts, manage mail distribution and package handling. 

11. Copy of Deposit slips to Activities Coordinator, Administrative Assistant and Collections 

12. Schedule Notary appointments and all other appointments/meetings for the office 

13. Process ARC applications, start and completion, sign out ARC color and door books 

14. Issue barcodes, run monthly report and update barcode book

15. Liaison to Bereavement Committee and processing of notices

 16. Process and follow-up on Yellowstone complaints

17. Process PHOA work order request

 18. Update Dwelling Live for changes or new residents 

19. Updating community TV slides 

20. Order office supplies 

*Special projects, work overflow and all other work as assigned by the CAM

Physical Demands and Working Environment: Work is performed indoors, requires sitting for long periods, walking, bending, crouching, climbing, reaching, grasping, and lifting up to 50 pounds. Work schedule varies with the season. Employees are required to use all safety equipment as issued.

Minimum Qualifications – Education, Training, and Experience Guidelines: Knowledge, experience and training in office procedures, and banking.

High school diploma or equivalent

Previous experience in an administrative or customer service role is advantageous.

Excellent communication and interpersonal skills.

Proficient in using office software and HOA management systems.

Ability to multitask, prioritize, and work independently in a fast-paced environment.

Strong organizational and problem-solving skills.

Knowledge of homeowner’s association regulations and policies is a plus.

Must have knowledge of:

Computer

Postage Machine

Microsoft Word, Power Point, and Excel

Telephone etiquette

Fax machine

Copier

License or Certification Requirements:

Valid Florida driver’s license

Clean driving record with no accidents or traffic violations