Front Desk Administrative Assistant

PROPERTY MANAGEMENT JOB DESCRIPTIONS
ADMINISTRATIVE ASSISTANT – FRONT DESK (FT)

Objective: Provide primary daily routine functions and provide clerical assistance to department managers allowing personnel to perform respective responsibilities without interruptions.

Established: 08/11 Revised: 1/24

Definition: Under general supervision of the Office Supervisor and Assistant G.M., provides administrative and office support for the Associations and In-House Departments. Duties include fielding telephone calls, receiving and assisting visitors, typing, filing, faxing, and data entry. Skilled in word processing and customer service are required. Requires telephone and/or dispatching skills; computer literate in Word and Excel and other Windows-based software; good oral/written communication skills; as well as the ability to multitask.

Essential Duties and Responsibilities: Maintain a positive attitude at all times. Work well under pressure while remaining friendly, professional, and courteous. Shall at all times demonstrate cooperative behavior with colleagues, supervisors, Board members, and homeowners. We are a service organization and must be pleasant and helpful. Perform duties of a sensitive and confidential nature.

Office Duties

• Greet and assist walk-ins
• Field phone calls and respond to correspondence as directed
• Assist in providing general forms and documents as requested or required.
• Review reports and citations for accuracy.
• Assign User Names and Passwords for website access, constant contact and all other databases as required. Remove any old homeowners from the sites upon the sale of the unit.
• Responsible for monitoring, distributing, and responding to “Contact Us” emails.
• Assist landscaping, maintenance, pool services, security and T/F as needed or when required.
• Mail distribution and Mail processing - scan, board copy all incoming mail, process and distribute all inter-departmental mail daily, including homeowner payments. Check incoming mail each morning and once in the afternoon. At the end of each day, drop any outgoing mail into the blue post office box outside the PM Office and interoffice mail at the CC gatehouse. May occasionally be required to drop off mailings at the post office
• Database Maintenance – Maintains homeowner database in ABDI. Maintains and updates gate transponders in ABDI, including programming and deleting transponders.
• Process transponder transactions with accuracy and collect payment.
• Front Office Maintenance – Ensure the copier/service room is always well stocked and organized. Ensure the copier is stocked with paper and toner, and the postage machine is in order. The staplers and tape dispensers should always be checked.
• Direct all requests for Work Orders or other service requests to the appropriate departments.
• Prepare monthly status reports for Board packets – includes phone log, correspondence tracking log, task report, and other reports as may be directed.
• Homeowner Data entry- Process Confidential Forms and other information.
• Process new Homeowner Packets
• Back-up to Accounting with escrow inspections as needed.
• Back-up to Administrative Assistants in clerical duties as needed.
• Plug in the PM golf Cart each Thursday morning and unplug at the end of the day.
• All other duties or assignments as directed.

Job Description – Administrative Assistant (Front Office)
Page 2

Equipment Operation
Operates computer to access e-mail, electronic calendars, and other basic office support software.
Uses various software applications, such as spreadsheets, relational databases, statistical,
Manipulate or format data and/or reports. Operates general office equipment, maintains files, faxing, and performs all other basic office equipment and functions. Provides general information regarding association responsibilities. Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity with other departments within the association.

Is sensitive to the interrelationship of both people and functions within the department. On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people and/or quality of service within the functional area of the job.

Other Duties and Responsibilities: Performs other clerical support and any other functions that may arise from time to time.

Contacts and Relationships: General Manager, Executive Services Administrator, Accounting
Supervisor, Security Manager, accounting and In-house Managers and Supervisors, homeowners, guests and residents, vendors, public and Board of Directors.

Qualification/Experience/Knowledge Guidelines: Knowledge of Business English Grammar, spelling, punctuation, and arithmetic. Ability to use a computer and typical office software to prepare documents, spreadsheets and correspondence. Ability to handle multi-telephone lines with speed and accuracy. Ability to type information with accuracy and speed, customer service skills, and knowledge of office practices and procedures. Ability to understand and follow oral and written instructions. Ability to learn assigned clerical tasks readily and adhere to prescribed routines.

Ability to establish and maintain effective and positive working relationships with other employees and the public. High School diploma with emphasis including or supplemented by courses in typing and keyboarding. Five years of related work experience required, preferably in the customer service field, hospitality or property management. Must be able to accurately type a minimum of 50 wpm.

Physical Tasks and Working Conditions Include the Following: Sitting in a normal seated position for extended periods, reaching by extending hand(s) or arm(s) in any direction, twisting, bending, standing, finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard, communication skills using the spoken word, ability to see within normal parameters, ability to hear within normal range, ability to move about, seated and viewing computer screen for extended periods, using headset or telephone handset for long periods. Exposure to the outside elements in the summer and winter, weekly.

Special Requirements: Valid California Driver’s License
Other Requirements Preferred: NONE
Fair Labor Standards Act Designation: Non-Exempt

__________________________________ _________________
Employee Signature Date

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Palm Desert, CA 92211: Relocate before starting work (Required)

Work Location: In person