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Front Desk Administrative Assistant
Location:
Newport News, VA
Description:
Job Summary: Acts as front desk/customer service representative. Provides secretarial and administrative support services to the Director of HOA Operations, General Manager, Board of Directors and appropriate HOA staff. Is also responsible for overseeing Association's Website & Social Media forums.Principal Duties/Tasks: Acts as main point of contact for all residents; welcomes and assists incoming residents in a friendly atmosphere, answers multi-line telephone system and direct calls to appropriate area, assists with Residents' needs and inquiries, takes and processes complaints (most complaints require a written complaint form be completed), provides information about HOA & special functions, assists with various applications and forms (ARB Standards and Rules, Budget, Rec Pass App. etc.). Provides secretarial typing and word processing assistance for office manager and Director of Operations using the Microsoft Office Suite, is a ble to compose business documents with good grammar, punctuation and spelling skills. Attention to detail required. Utilize TOPSone database on a daily basis to assist residents, research and update member information in database, produce correspondence, reports, spreadsheets, etc. Updates new owner information when necessary. Receives mail each day and distributes to appropriate staff members, processes outgoing mail. Logs all incoming checks and takes down to accounting department daily. Processes disclosure requests from real estate agent or homeowner and compiles information, researches open violations, provides to Rules/Standards Coordinator for disclosure review, ensures correct financial data, prepares the disclosure certificate and letter to new homeowner, assembles the hard-copy, emails the electronic copy, logs it into disclosure notebook and scans paperwork to lot files. Updates new owner information when settlement statements are received, applies transfer and closing fees, sends welcome letters, and processes new coupon book orders. Assists with Association's website and social media forums on a daily basis. Assists with email blast information and posts to website when necessary. Prepares and sends weekly KCOA Announcements email blast; works with Director and other staff to ensure weekly events and announcements are up to date, writes description of each event or announcement, reviews submissions for email blast from residents and clubs and edits for blast as needed, adds attachments when necessary and emails to all residents on the email blast list. Takes Rec Center reservations for residents, neighborhoods and clubs. Assists residents with rental application and processes payments. Assists with Digital Rec Pass for residents. Assists with quarterly Courier Newsletter; assists with layout of newsletter and articles, types various articles, updates calendar, creates fliers and edits drafts. Responsible for Reader Board sign schedule (to be approved by Director before posting). Contacts Virginia Power and private management companies when outages of streetlights are reported, follows up on uncompleted repairs. Contacts N.N. City & VDOT when potholes are reported. Responsible for scanning paperwork to lot files, assists with any documentation that needs to be scanned and filed (i.e. Director's correspondence, administrative files, etc.). Assists ARB Coordinator and residents with incoming applications. Assists responsible party with Collections enforcement and applies collections/formal hearing fees. Assists with compiling Board books and scans completed book for email to the Board. Assists with reviewing security footage when needed. Performs other duties and works on special projects as assigned. Physical Skills: While performing the duties of this job, the employee is regularly required to sit, use hands to type and handle objects or controls; reach with hands and arms; and talk and hear. The employee is often required to stand; walk; climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasional lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus, as the employee must be able to drive a vehicle on a regular basis. The employee must be able to ascend/descend stairs. The employee must be able to handle and operate typical cleaning supplies on a regular basis to clean/scrub/vacuum individual workspace and office. Mental/Visual Skills: Ability to sustain sharpness and professional bearing and to foster a positive business image. Excellent organizational and verbal skills. Ability to use logic or rational thinking to solve problems and make decisions. Ability to perform basic mathematical calculations, including calculations involving fractions, decimals and percentages. Ability to provide effective written and verbal instructions as well as the ability to carry out detailed written or verbal instructions independently. Normal ability to concentrate. Normal memory, taking into consideration the amount and type of information. Required Work Habits: Work habits include regular attendance, team work, initiative, dependability and promptness. Exceptional Customer Service skills and confidentiality required. Ability to manage difficult customer interactions. Ability to adapt to changing job responsibilities. Required Work Experience: 2 years administrative experience and/or training; or equivalent experience. HOA experience preferred. This is not an entry-level position. Strong Knowledge of multi-line phone system required. Strong knowledge of Adobe, In-Design or comparable graphic design skills. Strong knowledge of Website management required. Required Education: High School Diploma or General Education Degree (GED) equivalent required. College degree or commensurate experience preferred. Required Certifications/Licenses: Virginia Driver's License, Registered/licensed Virginia Notary Public (do not have to have at time of hire, but will have to get licensed for the job). Working Conditions: The environment is primarily an office environment. It is also a property management environment, which requires being out on the property completing outside jobs, reviews of property, facility maintenance, etc. While performing the duties of this job, the employee is regularly required to sit, use hands to type and handle objects or controls; reach with hands and arms; and talk and hear. The employee is often required to stand; walk; climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasional lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus, as the employee must be able to drive a vehicle on a regular basis. The employee must be able to ascend/descend stairs. The employee must be able to handle and operate typical cleaning supplies on a regular basis to clean/scrub/vacuum individual workspace and office. Compensation: Hourly rate is commensurate with experience. Competitive benefits package includes medical and dental insurance, Simple IRA with company match, short and long term disability insurance, life insurance and paid time off based on tenure. Working Hours : Must work minimum of 37.5 hours per week as assigned by Director. Normal Hours are M-F 8:00am-5:00pm; Wednesday's until 6pm. Must work evening and weekend shifts, Board Meetings and Special Events as assigned. Lunch Hours must be flexible based on staffing requirements for the day. Overtime is not required, but should be expected.Villages of Kiln Creek Owners Association is a zero-tolerance drug and alcohol facility. All candidates are subject to drug and alcohol testing. A valid driver's license and social security card must be presented.
Company:
Kiln Creek Golf Club And Resort
Posted:
December 26 2023 on ApplicantPro
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More About this Listing: Front Desk Administrative Assistant
Front Desk Administrative Assistant is a Clerical Administrative Assistant, Administrative Specialist, Front Desk Receptionist Job at Kiln Creek Golf Club and Resort located in Newport News VA. Find other listings like Front Desk Administrative Assistant by searching Oodle for Clerical Administrative Assistant, Administrative Specialist, Front Desk Receptionist Jobs.
Front Desk Administrative Assistant is a Clerical Administrative Assistant, Administrative Specialist, Front Desk Receptionist Job at Kiln Creek Golf Club and Resort located in Newport News VA. Find other listings like Front Desk Administrative Assistant by searching Oodle for Clerical Administrative Assistant, Administrative Specialist, Front Desk Receptionist Jobs.