Office Administrative Coordinator - Lead

ABOUT DC RANCH:

DC Ranch is a 4,400-acre community located adjacent to the McDowell Sonoran Preserve in north Scottsdale, Arizona. The community is composed of 25 diverse neighborhoods within four distinct villages that interact with shared open spaces to create a sense of living with the land. The first home was completed in 1997, and there are currently 2,800 homes and approximately 7,000 residents on the Ranch. DC Ranch is governed by three entities: DC Ranch Community Council, Ranch Association, and the Covenant Commission. All three entities work toward the same goal: to serve residents and create a community that is beautiful, functions well, and creates a deep sense of belonging.

OVERVIEW:

The Office Administrative Coordinator is an integral part of the Ranch Association team. This position will provide lead administrative support and ensure efficient office operations, while maintaining a high degree of customer service in all resident inquiries and interactions.

POSITION RESPONSIBILITIES:

• Provides support and direction to the Administrative Coordinator and front desk receptionist to include scheduling, filling in with their duties when needed, guiding their success and professional development and leading them in serving DC Ranch residents and team members with excellence and a spirit of teamwork.
• Provide administrative support to the Executive Director, Deputy Executive Director, and team members.
• Provide back-up administrative support for the office front desk when the Front Desk receptionist is not available or needs assistance.
• Manage and maintain all Ranch Association documents per the Record Retention Policy to include but not limited to Board and committee rosters, parcel files, shared drives, etc.
• Receives and coordinates responses to resident inquiries in a professional and timely manner.
• Maintain and manage all templates for internal and external presentations, reports, and documents, always following the brand standard.
• Assist staff with projects, events, communications, and mailings as assigned.
• Answer a high volume of phone calls and emails and provide general information or re-direction to appropriate departments.
• Monitor conference room schedules and support meeting preparation and room organization.
• Assist with monitoring inventory of office supplies, kitchen amenities, letterhead, business cards, and other items, order replacement items as necessary.
• Assist with maintaining and updating all contact lists for all three DC Ranch entities, and ensure website is current and up to date with latest information for all external customers.
• Assist with tenant registrations, tracking sheets, updating Caliber, conduct review and pursue lease expirations, courtesy notices, property owner follow-up.
• Maintain services log and serve as a liaison with various departments.
• Participate in community events and meetings as needed.
• Other duties as assigned.

KNOWLEDGE & ABILITIES NEEDED:

• Professional in dress, appearance, demeanor, and attitude always
• Excellent verbal and written communication skills, including proven resolution skills.
• Proficient with Microsoft Office Suite or related software
• Organize and prioritize work to meet deadlines.
• Maintain an effective working relationship with employees, and others encountered in the day.
• Remain flexible and adjust to situations as they occur.
• Be a self-starter, able to identify needs and meet the duties of the position.
• Be a utility player, fulfilling a variety of tasks across the organization and with other partners.
• Be detail-oriented, thorough, and patient.
• Think creatively and problem solve.
• Exercise sound judgment
• Maintain confidentiality of sensitive information
• Committed to learning, personal growth, and continual process improvement.
• Demonstrate ethic of accountability
• Be reliable, with a willing, pleasant, positive attitude.

POSITION REQUIREMENTS:

• Bachelor’s degree preferred.
• A minimum of two (2) years of administrative experience
• Competent in Microsoft Office Suite, including advanced MS Excel, MS Word, and ability to learn other program(s) quickly.
• Working knowledge of community associations and non-profit organizations a plus.
• Ability to learn the Association’s basic operating software and data base systems; such as Caliber and ABDI.

All members of the DC Ranch Association team shall:

• Embrace DC Ranch Association’s vision, values, and goals.
• Have high integrity, professionalism, respect, and a customer-centric attitude.
• Lead by example, consistently conveying a positive attitude, passion, and pride in your work.

While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position at any time or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

DC RANCH ASSOCIATION IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Administrative: 2 years (Required)

Ability to Relocate:

• Scottsdale, AZ: Relocate before starting work (Required)

Work Location: In person