Job Details
Job Location
OC - Ocala, FL
Position Type
Full Time
Job Shift
Day
Job Category
Sales
Description
The Property Management Support Administrator is responsible for managing and dispatching daily schedules of cleaning and maintenance events, work orders, supply orders, inventory, etc. This position enforces quality control on all areas of cleaning and maintenance needed at applicable properties under the On Top of the World Property Management. Additionally, they will serve as a backup to the Resales Transaction Manager. This is a visible position and must exhibit excellent customer service skills to members of the community, public and employees. Direct communication occurs with residents, other divisions of the company, consultants, contractors, and customers of the department.
Essential Duties and Responsibilities
The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works directly with Property Management team to form and initiate the daily duties of employees within the department
• Schedules and oversees cleaning and maintenance of managed properties
• Answer customer inquiries and direct to the appropriate party
• Coordinate all aspects of the Handyman Services to include scheduling and follow up
• Follows up with residents on any work orders that are not completed timely and sets expectations accordingly
• Creates and maintains schedules for cleaning and maintenance teams
• Tracks labor hours and work orders each month
• Approves and properly codes invoices generated by maintenance and cleaners
• Appropriately closes work orders in applicable software and scans applicable paperwork
• Orders and maintains the stock of supplies required to carry out all daily maintenance and janitorial duties
• Responsible for tracking, submitting and reconciling credit card receipts, invoices and reimbursement requests and working with accounting to transfer funds as needed
• Communicate with outside vendors and property owners regarding maintenance as needed
• Orders and maintains the stock of supplies required to carry out all daily maintenance and janitorial duties
• Maintains detailed inventory reports for all equipment and supplies
• Work with property managers to prepare files for new tenants
• Maintains an inventory of available rentals and property keys
• Provides weekly, monthly and quarterly occupancy and profit/loss reports as needed
• Monitors and maintains CRM for data input and sends out email blasts
• Assist with coordinating team lunches and employee initiatives
• Ensures employees follow all safety guidelines
• Provides employees with daily materials and administrative needs
• Reports any damage or unsafe conditions to management
• Ensures accuracy and timely coordination of department initiatives
• Identifies strategic opportunities for improvement that will service gaps, gathering and providing feedback that will improve results for streamlining processes
• Meets deadlines and prioritizes duties in a fast-paced environment
• Cultivates relationships with key coworkers to ensure high customer satisfaction internally and externally through building processes and streamlining for efficiencies
• Informs management team on a continual basis of any changes, potential problems, or outstanding issues of concern
• Performs administrative support to include generating various documents and reports, spreadsheets, copying, answering phones, and handling incoming and outgoing correspondence as well as daily report tracking and distribution as requested
• Exhibits extensive software skills as well as Internet research abilities and strong communication skills.
• Manages office coordination of maintenance, supplies and etc., acting as a point of contact for issues and coordinating solutions with maintenance and management
• Meets deadlines while maintaining a professional, positive attitude
• Represents the Property Management department at Safety Meetings and prepares and presents weekly safety topic for sales meetings
• May input listing information into MLS and marketing websites and updates as needed
• May take photos of listing properties
• May install and/or remove lock boxes from listed homes
• Performs all duties in adherence to OTOW standards.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices
• Maintains a positive and professional demeanor toward all residents, visitors and co-workers
• Creates and maintains good customer relationships and ensures smooth sales team operations
• Remains energetic, driven, and focused on delivering a 'world' class customer experience on every interaction
• Interacts with guests to provide and process information in response to inquiries, concerns, and requests about the community
• Communicates Effectively: Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focuses on Client Needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
• Fosters Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Makes Decisions: Assesses situations to determine the importance, urgency and risks, and makes clear decisions which are timely and in the best interests of the organization
• Organization: Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities
• Plans: Determines strategies to move the organization forward, sets goals, creates and implements actions plans, and evaluates the process and results
• Solves Problems: Assesses problem situations to identify causes, gathers and processes relevant information, generates possible solutions, and makes recommendations and/or resolves the problem
• May be required to cross train for position(s) within the sales organizational structure
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices
• Performs other duties as assigned

Qualifications
Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities. Drug free work place.