Office Administrator

Description

Join our Team! Leland Management is seeking a full-time Office Administrator for an onsite community in Orlando. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 16 consecutive years, including winning first place in our category for 2021! The position is full-time with competitive pay and excellent benefits.

JOB SCOPE:

The administrative Assistant reports to the General Manager and is responsible for leading the day-to-day operations of the HOA Office. This involves ensuring a safe, clean, and welcoming environment for residents and community volunteers. This position acts as the front-line customer service agent for the Management Team, fielding most initial inquiries by phone, walk-in, email, or other correspondence.

AREAS OF RESPONSIBILITY:

• Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new tenant and owner orientation, purchases and terminations, Amenity rentals, architectural review applications, and assessment payments.
• Responsible for all office filing systems.
• Track and update community work orders.
• Accept ARC applications from residents and review to ensure all necessary documentation is included.
• Forward completed ARC applications to the Covenants Manager in a timely fashion for final review.
• Be familiar with the Community's Design Standards Manual.
• Periodically check storage area to make sure it is clean and debris-free.
• Forward any observed violations (debris or expired registrations) to homeowner
• Respond to website inquiries within 24 hours.
• Ensure safe, clean, and comfortable office environment for on-site staff, residents, and community volunteers.
• Prepare material for all Board meetings (i.e. board packets). Responsible for conference room reservations and/or setup.
• Upload approved meeting minutes on website within three business days of meeting.
• Assist Community Association Manager in sending any communication to Residents.
• Keep current Board of Directors information such as email addresses and phone numbers.
• Prepare activity reports on a regular basis for review by the Community Association Manager and inclusion with Board of Director's monthly financial reports.
• Special projects and other responsibilities as assigned by the Community Association Manager.

SKILLS

• Proficient in MS Office Applications such as Word and Excel, among others.
• Caliber background is a plus
• Experience at a large community association is preferred.

Requirements

QUALIFICATIONS

• Must maintain a current Florida Drivers License.
• Ability to operate and maintain professional demeanor in a fast paced work environment.
• High school diploma or equivalent; additional education or relevant certifications are a plus.
• Proficiency in English (spoken and written) is essential.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent interpersonal and communication skills to engage with a diverse community.
• Computer proficiency, including Microsoft Office Suite and database management.
• Previous experience in a community-oriented role or administrative position is preferred.
• Cultural sensitivity and empathy to work effectively with a diverse group of community members.