Position Summary: Assists in maintaining cleanliness, maintenance, safety and enforcing all standards of the organization. Assists the residents, visitors, contractors, and employees by providing services necessary to ensure a friendly, efficient, and safe environment. Performs various accounting, administrative and supervision duties as directed by the Regional Director Represents the Regional Director when he/she is not on-site. Requires some driving, therefore a vehicle, valid driver’s license and the minimum automobile insurance required by law is needed. Must be able to work at the building 8am-5pm Monday through Friday, and available for evening meetings as needed. On call 24hrs a day, 7 days a week to supervise operational issues or emergencies. Must be able to communicate effectively with Residents and visitors to the building. Must be adept at problem solving, as well as capable of providing direction and guidance.
Duties and Skills:
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Process all payables and receivables within prescribed guidelines.
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excellent computer skills with Excel and Word.
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Maintains all files in the Management Office(s).
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Conducts all new Resident Orientations
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Able to prepare written correspondence as needed.
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Maintains the incoming/outgoing mail.
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Ensures that reasonable requests/complaints of the residents as it relates to the job description and Condominium Association Documents are handled in a timely manner.
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Maintains a working knowledge of the Condominium Association Documents.
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Maintains reservations of the community room(s) and service elevator(s) in accordance with the written guidelines.
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Maintains and updates master database of all Residents as described in the Condominium Association Documents.
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Maintains hardcopy document folders of all Residents, in the Management office.
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Maintains office supplies within budgeted guidelines.
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Set up and edit new and existing Residents in the fob system. Issues fobs and credentials as needed.
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Maintains current information in Building Link regarding new Resident information.
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Keeps the Community up to date with frequent Community Updates via email.
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Prepares monthly meetings for the Board of Directors.
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Collect paperwork in preparation for Residential move in and move outs.
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Helps in maintaining a strong relationship with vendors and contractors.
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Ensures the completion of common area maintenance.
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Research maintenance concerns, calls appropriate vendors.
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Inputs work orders as needed and monitors to ensure completion.
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Communicates daily with the General Manager on issues such as employee feedback, workman’s compensation issues, resident feedback, and construction/vendor issues.
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Maintains secure storage and control of the key cabinet in the Management Office.
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On-call as directed by the Regional Director.
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Answers the telephone promptly using proper telephone etiquette.
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Maintains a neat, clean, and professional manner at all times.
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Maintains a neat, clean, organized, and safe work environment.
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Understands the building safety procedures and their specific role in maintaining a safe environment.
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Understands the building emergency plans and their specific role in an emergency.
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Responds to all emails and phone calls within 24 business hours.
PREREQUISITES:
Education: High school graduate or equivalent. Ability to read, speak, write, and understand the primary language(s) of the workplace.
Experience: Previous experience in a condominium, hotel, or an apartment management organization. Experience with word processing and spreadsheet software.
Physical: Requires fingering, grasping, writing, standing, sitting, walking, repetitive motions, visual acuity, hearing, writing, and excellent speaking ability.