Woodlake - Office Administrator

 

 

OFFICE ADMINISTRATOR

 

Reports To: Community Manager

 

Position Overview:

 

In this role, you will be expected to perform a variety of office management and support tasks including answering phones, greeting customers, preparing correspondence, maintaining office files, ordering office supplies, and taking payments from residents. As the "brand ambassador" for YES Communities, your presence, and overall professionalism will be on full display. You will also assist your Community Manager with the timely completion of projects and help maintain a positive community environment.

 

Essential Functions:

 

• Answer phones and greet customers in a courteous and professional manner
• Prepare correspondence as directed
• Maintain office resident and home files
• Facilitate vendor setup and initial coding as directed by the manager
• Enter work orders as provided by residents
• Manage all office operations and assist with overall community operations as directed by themanager
• Order and verify receipt of supplies
• Maintain office equipment
• Collect payments from residents and assist them with electronic payment set-up
• Create and maintain a positive community environment
• Create and ensure a safe work environment
• Follow safety precautions and procedures
• Complete all work in a timely manner, without sacrificing quality
• Maintain professional behavior without interfering with the individual's work, interrupting the work of another team member, or disturbing the quality of life for community residents
• Schedule GKS with renters
• Schedule appointments per availability with Community Manager
• Call and Schedule warranty and repair work with approved vendors
• Assist with entry and reporting for water reads where applicable
• Communicate and monitor communication with residents via SightPlan
• Assist with move out process as directed by the manager (transferring utilities,
• Answer and address resident concerns and questions
• Manage community room rentals, supplies, and reservations
• Coordinate and maintain inventory key log
• Support Sales and leasing as directed by the manager
• Prepares and distributes resident and community communications such as rule reminders, violation notices, rent increase letters, delinquency notices, eviction paperwork, lease addendums, and renewals
• Reviews and codes invoices and statements for Community Manager approval
• Assists with planning and coordinating resident relations events and activities within the community
• Completes move-out and move-in SightPlan
• Duties subject to change, as deemed appropriate by Management
• Additional duties as assigned by management and are subject to change

 

Required Skills:

 

• Excellent oral and written communication skills
• Must be self-motivated, independent and able to work with minimal supervision
• Computer skills including Microsoft Office software products