What are the responsibilities and job description for the Administrative Assistant - Weekend position at Access Management?
Weekend Administrative Assistant
Hunt Club at Lake Wales
Position: Weekend Administrative Assistant
Department: Community Operations
Schedule: Saturday and Sunday 9:00 am – 8:00 pm
Location: Onsite
Reports To: Community Association Manager
Department: Community Operations
Schedule: Saturday and Sunday 9:00 am – 8:00 pm
Location: Onsite
Reports To: Community Association Manager
Position Summary
The Weekend Clubhouse Administrative Assistant provides on-site weekend support for the Hunt Club community and serves as a welcoming, professional point of contact for residents and guests using the clubhouse and community amenities.
This position helps ensure that the clubhouse, pool, fitness center, and surrounding amenity areas operate in accordance with community rules and expectations. The Administrative Assistant provides resident assistance, performs routine administrative duties, monitors amenity activity, and communicates maintenance, safety, or resident concerns to management.
This is a customer-service-focused position with an emphasis on hospitality, professionalism, consistency, and maintaining a positive experience for residents and guests.
This position helps ensure that the clubhouse, pool, fitness center, and surrounding amenity areas operate in accordance with community rules and expectations. The Administrative Assistant provides resident assistance, performs routine administrative duties, monitors amenity activity, and communicates maintenance, safety, or resident concerns to management.
This is a customer-service-focused position with an emphasis on hospitality, professionalism, consistency, and maintaining a positive experience for residents and guests.
Essential Duties and Responsibilities
Resident & Guest Services
Resident & Guest Services
- Provide a welcoming, professional presence at the clubhouse during scheduled weekend hours.
- Greet residents and guests and assist with general community and amenity-related questions.
- Provide information regarding clubhouse, pool, and fitness center rules and hours.
- Assist residents with general questions regarding community resources, forms, events, and management contact information.
- Receive resident concerns and requests and document or route them to management for appropriate follow-up.
- Maintain a calm, courteous, and professional demeanor when addressing resident concerns.
Clubhouse & Amenity Monitoring
- Conduct routine walkthroughs of the clubhouse, pool area, fitness center, restrooms, and other assigned common areas throughout the shift.
- Help ensure that residents and guests follow posted amenity rules and community policies.
- Monitor clubhouse and amenity usage and professionally address observed rule violations within the scope of the position.
- Verify that clubhouse areas remain orderly, presentable, and ready for resident use.
- Report maintenance concerns, property damage, safety hazards, cleanliness issues, or equipment problems to management.
- Monitor community room usage and scheduled activities as directed.
- Assist with opening and/or closing procedures for the clubhouse and amenities as assigned.
- Immediately escalate emergencies or significant safety concerns in accordance with established procedures.
Administrative Support
- Answer clubhouse telephone calls and assist with general inquiries.
- Monitor designated email or communication channels as assigned.
- Assist with clubhouse or community room reservations, forms, sign-in procedures, and amenity access processes.
- Maintain accurate logs of resident concerns, incidents, maintenance issues, and other items requiring management follow-up.
- Assist with filing, scanning, copying, data entry, and other general administrative duties.
- Maintain community information, forms, notices, and materials available at the clubhouse.
- Prepare a weekend summary or shift report identifying outstanding issues requiring follow-up by the Community Association Manager.
Facility Support
- Perform periodic visual inspections of amenity areas to identify conditions requiring attention.
- Ensure furniture and common areas are maintained in an orderly condition.
- Monitor supplies in restrooms, clubhouse areas, and other assigned locations and report replenishment needs.
- Coordinate with approved vendors or service providers when directed by management.
- Document incidents involving property damage, injuries, resident concerns, or rule violations in accordance with management procedures.
Customer Service Expectations
The Weekend Clubhouse Administrative Assistant is expected to provide service consistent with a hospitality-focused community environment. This includes being approachable and helpful while also supporting the Association’s established rules and procedures professionally and consistently.
The individual should recognize when an issue can be resolved through customer service and when it should be documented and escalated to management. The position does not independently make decisions on behalf of the Board of Directors or Community Association Manager.
The Weekend Clubhouse Administrative Assistant is expected to provide service consistent with a hospitality-focused community environment. This includes being approachable and helpful while also supporting the Association’s established rules and procedures professionally and consistently.
The individual should recognize when an issue can be resolved through customer service and when it should be documented and escalated to management. The position does not independently make decisions on behalf of the Board of Directors or Community Association Manager.
Qualifications
- High school diploma or equivalent required.
- Previous administrative, hospitality, customer service, front desk, property management, or community association experience preferred.
- Strong interpersonal and customer service skills.
- Professional verbal and written communication skills.
- Comfortable interacting with residents, guests, vendors, and community leadership.
- Ability to professionally address difficult conversations and enforce established rules.
- Basic computer skills, including email, Microsoft Office, and the ability to learn community management software.
- Strong organizational skills and attention to detail.
- Ability to work independently with limited onsite supervision.
- Dependable and available to work the established weekend schedule.
Physical Requirements
The position requires the ability to move throughout the clubhouse and surrounding amenity areas, including the pool and fitness center; to periodically remain standing or walking for extended periods; to perform routine property walkthroughs; and to lift or move light office or clubhouse supplies, and arrange pool furniture as needed.
The position requires the ability to move throughout the clubhouse and surrounding amenity areas, including the pool and fitness center; to periodically remain standing or walking for extended periods; to perform routine property walkthroughs; and to lift or move light office or clubhouse supplies, and arrange pool furniture as needed.
Professional Standards
The Weekend Clubhouse Administrative Assistant is expected to:
The Weekend Clubhouse Administrative Assistant is expected to:
- Maintain a professional appearance and demeanor.
- Treat residents, guests, coworkers, Board members, and vendors with courtesy and respect.
- Maintain confidentiality regarding Association and resident information.
- Follow established Association and management company policies and procedures.
- Remain neutral and professional when addressing resident disputes or complaints.
- Promptly communicate significant incidents, safety concerns, or unresolved resident matters to management.