1 SUMMARY OF FUNCTIONS:

The office administrator provides customer service to the residents of the SummerGlen Community Association and general administrative support to the SGOA office. Under the general direction of the Assistant General Manager, the office administrator is the first point of contact for the SGOA office. This is a non-resident position.

Office hours of operation:

Monday thru Friday - 8:00 am-4:30 pm.

Office Assistant Working Hours:

Monday and Thursdays – 12:30 pm – 4:30 pm

Tuesdays and Wednesdays – 8:30 am – 12:30 pm

Friday – 8:30 am – 12:30 pm

2 MAJOR DUTIES AND RESPONSIBILITIES:

The following duties are typical. Staff may not perform all of the listed duties and may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Management has the right to add or change these duties of the position at any time.

• Maintain administrative function/organization of the SGOA office, by performing general office functions such as answering phones, taking messages, filing, faxing, scanning, etc.
• Receive and welcome all visitors to the HOA Office/Window by providing cordial and professional customer service.
• Receive incoming communications, including in-person, telephone calls, written correspondence, and electronic messages. Refer communications to responsible staff for response and/or action.
• Maintain electronic files and records updated, using various computer programs such as Microsoft Word, Excel, PowerPoint, and Caliber.
• Assist with the Issuance of community entry (barcode type) devices and assist with the maintenance and integrity of the database.
• Assist with maintaining the resident’s area (RSO) updated with all community notices, current information, event flyers, and resident forms, including the marquee system.
• Assist with tracking and/or ordering office supplies through the Management Company.
• Assist with preparing email blasts to the community, regarding important notices or events, and assists with preparation of weekly newsletter, as needed.
• Prepare weekly deposits for the association.
• Assist residents and existing clubs and committees with the development, facility scheduling, administration of Chartered Clubs, and overall program support.
• Coordinate and administer orientations for new residents.
• Advise Community Management of any issues, problems, or needs, particularly residents' concerns that need to be addressed by the manager or Homeowners Association.

Skills/Qualifications:

• Minimum 2 years of experience working in a similar role.
• High school graduate or its equivalency.
• Proficient in MS Office Applications such as Word, Excel, and PowerPoint, among others.
• Public speaking skills and the ability to exchange and receive information through written and oral communications are essential.
• Must be able to articulate in an audible, clear voice to accommodate people with different levels of education and ability.
• Must be a "people person"; personable, cooperative, always displaying respect for others.
• Must be self-motivated, flexible, organized, detail-oriented, and able to prioritize.

Knowledge Of:

• Basic computer functions and operations.
• Website hosting and newsletter software a plus (Canva, Mailchimp)
• Prior experience with homeowner's association programs is desired, but not required.

Ability To:

• Work without close supervision, along with interruptions while being able to prioritize, promptly and with enthusiasm under these conditions.
• Perform a variety of tasks, often being asked to do so with minimal prep time/waring.
• Work well in an office environment with various personalities.

Be accountable for one's own work and accuracy which involves paperwork, documentation, reports, and accuracy of numbers.