Summary:

This position greets customers consistently, conveys a friendly attitude, and reacts in a helpful and professional manner to various customer requests at the community association’s front desk. Primary responsibilities include assisting walk-in customers and those calling the Association phone lines. Additionally, this position will provide support to the various duties and functions within the office including Community Relations, Recreation, Community Standards, Maintenance/Operations, and Finance.This position is responsible for coordinating various functions within the operations department including administration, customer service and contractor coordination.

Essential Duties and Responsibilities including the following. Other duties may be assigned.

• Responsible for welcoming and assisting customers “walking in” to the Association Office, as well as those calling the Association. Customers’ questions and concerns will either be resolved by the Front Desk Administrator or customer will be directed to appropriate staff member for further resolution. It will be the Front Desk Administrator’s goal to resolve the majority of general customer issues through a series of questions without involving other Association staff.
• Interacts professionally with the public and internal staff. Follow up in a timely manner, where applicable, to ensure issues are resolved or appropriately directed.
• Open Association Office each workday, including but not limited to, unlocking doors, disengaging alarm and taking phone off of voicemail. Voicemails should be responded to directly within the same business day or directed to the appropriate staff to address. Reliability and punctuality are critical attributes for the individual who works in this position.
• Perform office administrative tasks such as, but not limited to, daily mail distribution; periodic meeting supply orders; front door informational postings (Board Meetings, holidays, etc.); front desk materials organization and updating; filing (electronically); and desktop phone list/emergency contact list updating, among others.
• Perform finance administrative tasks such as, but not limited to, credit card processing of customer payments, (with the exception of assessments), and distribution of information relating to annual Association assessment payments.
• Perform recreational programming and facility administrative tasks such as, but not limited to, handling phone calls and e-mails about general programming or event questions, recreation class/program/event online or walk-in registrations, and handling the processing/printing of member ID cards. Member ID card processing involves a high level of efficiency during extremely high walk-in customer periods between May – August (pool season).
• Perform community standards administrative tasks such as, but not limited to, distribution of general information about deed restrictions and property modification forms and processes, intake of community standards forms and requests and distribution of these items to appropriate staff, among others.
• Responsible for responding to and coordinating information resulting from owner requests. Including initiating work with certain contractors and confirming work has been performed.
• Assist Operations Manager in the administrative functions of the department. These functions include but are not limited to contract management, conveyance records, maintenance related files for landscaping and maintenance items, water records, invoice processing, ownership of common areas, draft articles for the newsletter and website, provide regular updates to staff and community about key projects in common areas.
• Coordinate routine maintenance crew functions and document as necessary. Examples of these functions include vehicle and equipment maintenance, maintenance yard, banner installations/removal and marketing or community events including association meetings; rentals, etc. Attendance at certain marketing and community events may be required on weekends and evenings.
• Coordinate and administrator committees or task forces established relating to Operations functions. Attendance at some meetings may be required on evenings.
• Coordinate the installation of new electric meters.
• Interacts professionally with the public (residents, members, contractors, etc.). Responds to customer calls and follows up where applicable to ensure issues are resolved.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. A positive attitude, professionalism, dependability, and efficiency are key requirements for this position. Additional requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School Diploma or GED equivalent; or three to four years related experience and/or training; or equivalent combination of education and experience.

Language Ability:

Ability to read, analyze, and interpret common internal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Math Ability:

Ability to apply concepts of basic business mathematics.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills:

To perform this job successfully, an individual should have an intermediate-to-advanced knowledge of Word Processing software, spreadsheet software, order processing software, Database software, internet software, and email.

Certificates and Licenses:

Valid Driver’s License.

Supervisory Responsibilities:

None.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to indoor conditions. The noise level in the work environment is usually moderate.

Physical Demands

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

While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

The job duties listed in this job description may not be inclusive of all requirements of this position. Other duties may be assigned by supervisor.

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Schedule:

• Monday to Friday

Work Location: In person