Administrative Assistant, Owner Relations

Position Overview:

The Owner Relations Administrative Assistant is responsible for providing administrative support to the Owner Relations department, ensuring effective communication and relationship management with property owners. This role involves handling correspondence, managing records, coordinating events, and assisting with various tasks to enhance owner satisfaction.

About Cote Family Companies: www.cotefamily.com

For over 100 years, this family-owned company has distinguished itself by providing unique, transformative experiences and exceptional memories. Our resorts provide an array of services including accommodations, golf, spa food & beverage, retail, equestrian and conference/event opportunities.  Our camps provide transformational memories that our attendees carry with them forever.  The Cote Family has invested in its current ventures and is poised for further growth.  

COTECares

CoteCares is our “Way of Life”.  We believe in enriching the lives of those within our community and this inspires us to create transformative experiences and exceptional memories. 

Our associate journey begins and ends with a positive work environment and experience for our team.  CoteCares is the namesake for our culture, and our commitment to a culture where all associates feel respected, safe, empowered, appreciated, excited, included and a sense of belonging to something extremely special.  Whether it be through community involvement or internally working with each other, CoteCares expresses our world and what we want it to be.   

Career Pathing:

Through proactive pursuit of growth and skill development, this role can establish a fulfilling and prosperous career trajectory in Owners Relations or general operations.    

Duties & Responsibilities: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative Support:

• Manage phone calls, emails, and other forms of communication with property owners.
• Maintain and update owner records and databases.
• Prepare and distribute correspondence, reports, and other documents as needed.

Owner Relations:

• Serve as the primary point of contact for property owners, addressing their inquiries and concerns promptly and professionally.
• Coordinate and schedule meetings, events, and appointments with property owners.
• Assist in resolving owner issues and complaints, escalating to the appropriate department when necessary.

Event Coordination:

• Assist in planning and organizing owner events, including meetings, social gatherings, and other activities.
• Coordinate logistics, such as venue booking, catering, and materials preparation for owner events.

Documentation and Reporting:

• Maintain accurate records of owner interactions and communications.
• Prepare and distribute regular reports on owner relations activities and feedback.
• Assist in the development and implementation of policies and procedures related to owner relations.

Support Services:

• Collaborate with other departments to ensure seamless service delivery to property owners.
• Provide support for special projects and initiatives as assigned.
• Other duties as may be assigned

Job Requirements:

• Excellent communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Problem-solving skills and attention to detail.

Education & Experience 

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Previous experience in administrative support or customer service roles

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