Administrative Assistant

Job Type
Full-time
Description
Join our Team! Leland Management is seeking an Administrative Assistant in the Clermont area with excellent customer service skills and a magnetic personality. Join our team to learn why the Orlando Business Journal has named us one of Central Florida's Best Places to Work for 11 consecutive years, including winning first place in our category for 2022! The position is full-time with GREAT benefits.
The Administrative Assistant will provide customer service to the residents of the Kings Ridge Community Association and help coordinate various community activities.
• Assist residents at the Lifestyle Headquarter Desk by providing copies, faxes, lamination, notary services, community event ticket sales, identification badges, guest passes, community entry devices and other administrative services.
• Create work orders to address homeowner concerns for the neighborhood vendor. Through the Caliber system.
• Receive and track architectural requests through the Caliber system from homeowner to the neighborhood ARC and the master association ACC process.
• Update and maintain homeowner database using Access Database and set up for email blast distribution using Mailchimp.
• Coordinate new homeowner orientations.
• Update and maintain homeowner database for community entrance using Dwellinglive.
• Perform general office duties such as answering phones, taking messages, filing, faxing, scanning, etc.
• Perform daily required identification checks at the Clubhouse and North Spa pools to ensure that all are residents or guests of residents with appropriate passes.
• Operate cash register for all services provided including knowledge of opening, closing and audit procedures. Run daily cash register reports and make bank deposits of all daily receipts.
• Keep residents informed of all activities, events and updated information by coordinating and maintaining various avenues of distribution including the Opticaltel channel, Kings Ridge website and Clubhouse bulletin boards.
• Schedule and coordinate seminars, including billing, advertising in the Royal Times, Opticaltel cable channel (signage manager system)
• Coordinate scheduling of master board meetings, workshops, neighborhood board meetings, committees, cabanas, private room reservations, clubs and groups using the Event Management System (EMS) for all activities provided in the clubhouse. Print schedules for verification purposes to homeowners coordinating events as well as scheduling and setup purposes to the maintenance staff.
• Assist and develop monthly Royal Times (newsletter) by coordinating with residents and staff members to collect articles, photos, reminders, club activities, HOA news and information on a continual basis.
• Interface with vendors wishing to advertise services by placing their information where appropriate (electronic, Royal Times, etc.) and following up with all payments as required.
• Coordinate accounts receivable, newsletter prints, etc for all clubs, groups and neighborhoods.
• Develop and create signs, posters, admission tickets, and fliers for various events, office notifications, neighborhoods, committees' clubs & groups
• Create tickets for sale for all clubhouse sponsored activities such as mall trips, meet your neighbor breakfasts, fitness classes, etc.
• Set up and coordinate resident volunteer efforts for special clubhouse events as needed.
• Set up audio visual equipment and special lighting in the ballroom as needed.
• Assist residents when booking private ballroom functions by coordinating table covering and supply requests, etc.
• Wash and fold table linens after all events and place supply items back in their appropriate location for storage.
• Assist the Community Association Manager as needed including such tasks as creating board meeting packages for distribution to board members on a monthly basis. Communicate any emergencies directly to the Community Association Manager in a timely manner.
• Assist Activities Coordinator with set up and coordination of large clubhouse events such as the Royal Showcase, Social Hour, Summer dances, Holiday parties, Farmers Market, Harvest Market and any other event that is sponsored by the Clubhouse.
• Prepare work orders for appropriate vendors according to the neighborhood and resident request.
• Provide work orders to the neighborhood vendors as needed.
• Close out work orders in the Caliber system as completed by the vendor.
• Input resident architectural request applications for architectural review as needed. Provide them to the Neighborhood Architectural Committees (NARC) as needed. Process as indicated per the NARC in the Caliber system, communicate denial / approval to homeowner and file under appropriate property address for future use.
• Assist maintenance staff with room setups and breakdowns as needed.
• Restock and maintain inventory of office supplies.
• Restock and maintain vending inventory items at the Clubhouse and East Wing.
• Perform daily routine opening and closing procedures.
• All resident service associates must be Notary Public Certified
• All staff must be CPR and AED certified.
This is a Flexible, Nights, Weekend, and Holidays shifts
Requirements
Knowledge of various software programs including:
• Microsoft Outlook, Word, Excel, Publisher, Access Database and Power Point
• Event Management System
• Paylocity
• Dwellinglive
• Kings Ridge Website (front and backend)
• Caliber
• Mail Chimp
• Royal Times / Dropbox - basecamp
• Signage Manager - use to broadcast the weekly slide on the Opticaltel channel (event schedule).
• Issue - upload main slide - weekly event schedule to the website
High School Diploma required. Some college preferred.