Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Winter Garden, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time with competitive pay and excellent benefits.

Under the direction of the Association Manager, this position is responsible for events and administrative work as a daily onsite presence and additional point of contact for the members. Responsible for accomplishing a daily routine to develop, implement and maintain lifestyle activities geared toward Oakland Park. Administrative responsibilities include providing administrative support to ensure efficient operation of the HOA office.

Must be capable of performing position duties with little or no direct supervision.

AREAS OF RESPONSIBILITY: 

· Organize and attend all resident activities on or off premises, including, but not limited to, dances, theme parties, holiday celebrations, exercise programs, movies.

· Conduct an assessment to determine those activities in which the residents would be most interested in pursuing and/or participating.

· Design the layout of the monthly/quarterly newsletter.

· Coordinate permits with the City of Winter Garden for community events.

· Private event reservations – Clubhouse, Pavilion and Event Lawn.

· Issuing of resident Key Fobs

· Walk through with residents interested in booking club facilities.

· Inspect facilities after each event.

· Recruitment, training, and coordination of Volunteers.

· Responsible for community website updates and E-Blasts.

· Update SharePoint as needed.

· Ensures that the telephone and emails are answered properly, and messages are handled courteously, accurately and in a timely manner. (24 hours turnaround)

· Reports submitted to Manager bi-weekly.

· Additional duties as assigned by Association Manager.

· Supervise and review the performance of the cleaning company. Coordinate with them to complete specific tasks based on Association needs.

· Create and update flyers for events to be displayed within the Association and post on the community’s website.

· Post meeting/event notices on the community’s website.

· Maintain events/calendar sections of the community’s website.

· Notify the residents of any pertinent information by coordinating with the Community Association Manager to ensure that information is posted on the community’s website and transmitted by E-Blast.

· Order needed supplies for events and/or rentals.

· Oversee the Lifestyle budget to ensure that costs are maintained within budgetary guidelines.

· Oversee and inventory all the Lifestyles assets.

· Oversee and process invoices from sponsorship, events, vendors. Send to CAM to review and approve.

· Provide the CAM (monthly) and the Lifestyle Committee (quarterly) reports at their designated meetings.

· Take photos of community events, parties, and other special occasions.

· Solicit and secure sponsorships/advertising and support funding from local businesses and organizations.

· Assist other departments as directed by the Community Association Manager (i.e. daily incoming phone call support). Cross-train on administrative functions and overall HOA policies, procedure, and rules to support the administrative office.

· Attend Board Meetings and community events as needed.

· Special projects and other responsibilities as assigned by the Community Association Manager.

Requirements

 Experience & Qualification Job Requirements:
· Previous experience coordinating events and conducting group activities and trips: 1 year (Preferred)

· Customer Service: 2-4 years of hotel/resort/HOA (Preferred)

· Proficiency with Microsoft Office and other computer applications.

· Demonstrated talent for interacting with a wide variety of people.

· Ability to follow written and oral instructions and procedures.

· Ability to effectively organize and coordinate multiple priorities and ability to problem-solve.

· Strong customer service abilities actively look for ways to assist residents and coworkers.

· Valid Driver’s License required.

· Bilingual a plus

Physical Requirements:

· Constant use of manual dexterity, auditory and visual skills, and gross motor skills

· Ability to reach, bend, twist, squat, kneel, push, and pull.

· Ability to lift/carry up to 30 pounds.

· Ability to perform repetitive movements including simple grasping, pushing, pulling and fine manipulation.

· Sitting, standing, walking, typing, cleaning, driving.

Salary : $22 - $24