As the first point of contact for residents, vendors, realtors, and staff, the Office Assistant plays a pivotal role in shaping the daily experience and overall perception of the community's management office. This highly visible position sets the tone for every interaction - serving as the face of the organization and the heartbeat of resident engagement. With professionalism, warmth, and efficiency, the Office Assistant ensures that every encounter reflects our commitment to excellence, hospitality, and community.
Position Summary:
Serve as the first point of contact to greet and assist residents and visitors.
Answer and direct incoming phone calls; check and return voice messages; assign/direct to appropriate staff for response.
Respond to email inquiries from residents; assign other emails to appropriate staff for response.
Assist residents with reservations & payments for the pool area, freight elevator, & hospitality room.
Welcome new residents by sending the new resident packet and assisting with onboarding clerical duties after information is received.
Maintain updated information in community software (Building Link, Ciranet, etc.) including calendars, owner files (leases, bike space, storage locker, access fob, etc.) & information archives.
Process monthly deposit of payments: scan checks, create deposit list & mail with tracking
Assist residents with accessing & navigating resident portals to include work orders, updating their permission to enter information, looking up information archives & account information.
Distribute and explain resident forms & guidelines to ensure compliance with community policies.
Prepare and send the community Friday update with useful information for residents.
Assist with various projects and community events.
Perform other administrative responsibilities as assigned.
Qualifications:
High school diploma or GED required. Associate degree preferred.
Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
Excellent computer proficiency (MS Office - Word, Excel and Power Point).
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
HOA experience ideal.
Physical Requirements:
Must be able to remain in a stationary position 50% of the time.
The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, and printer.
Constantly positions self to maintain files in file cabinets
The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
The ability to observe details at close range (within a few feet of the observer).
Frequently moves boxes weighing up to 20lbs across office for various needs
Works in outdoor weather conditions while onsite at various communities.
