Artemis Lifestyle Services, Inc
Part Time Administrative Assistant
Artemis Lifestyle Services, Inc, Winter Garden, Florida, us, 34777
About us
Do you have a passion for helping others?
If you're one of the best administrative professionals in the industry with a friendly, customer-focused personality, then we want you to work with our terrific team!
What we need: An awesome part-time administrative assistant to support our CAM in the Winter Garden area.
What you'll get: A supportive, fun company culture where you get to make a difference. After all, you help make communities great, and you help people love where they live!
POSITION SUMMARY
The Administrative Assistant will support the onsite property manager and is expected to deliver the highest level of professionalism to owners, tenants, and vendors. We seek a multi-tasker with strong communication skills and a positive attitude. Ideal candidates should have excellent organizational abilities and be capable of thriving in a fast-paced environment with minimal supervision.
POSITION FUNCTIONS:
• Welcome Residents and Visitors:
Greet and assist all residents and visitors at the clubhouse office.
• Email Management:
Maintain the HOA email account by promptly responding to resident emails and following up as necessary.
• Resident Support:
Provide assistance with gate and portal access, assessment payments, compliance notices, ARB applications, fines, reprinting coupons, and updating Owner account information.
• Real Estate Assistance:
Help real estate agents with inquiries related to the Association.
• Clubhouse Reservations:
Facilitate the clubhouse reservation process, including pre and post walkthroughs, programming key fobs, and processing payments.
• Event Coordination:
Maintain the community calendar and coordinate event dates with all committees.
• Payment Processing:
Prepare and submit lists of payments received for gate access, amenity access, and clubhouse reservations to the Corporate office for recording and deposit.
• Work Order Management:
Manage resident-submitted work orders by assigning them to appropriate vendors and communicating status updates to residents.
• Document Maintenance:
Assist in maintaining community documents and records on the Frontsteps portal, company intranet, and MyQ database.
• Insurance Claims Assistance:
Help process insurance claims for gate incidents and meet with Winter Garden PD if necessary.
• Community Communication:
Contribute to the creation of community communications, including weekly bulletins, announcements, newsletters, and emergency notices as well as other notices as needed.
• Inventory Management:
Maintain an inventory of office supplies, gym supplies, and trash liners. Inform manager of items that are needed.
• Compliance Support:
Assist the compliance committee with notices as needed.
• Project Coordination:
Help gather quotes and proposals for community projects.
• Invoice Processing:
Assist in coding vendor invoices for payment when CAM is out of office.
• Vendor Setup:
Help set up new vendors by obtaining their Certificate of Insurance (COI), W9, and contact information, while ensuring documentation is current.
• Check Requests:
Prepare check requests and submit for payment processing.
• Bulletin Board Management:
Maintain community bulletin boards and A-frame signs with updated content.
• General Office Duties:
Perform miscellaneous office tasks such as filing, copying, scanning, etc.
Additional Support:
Assist the association manager with other duties as needed.
Requirements
QUALIFICATIONS AND REQUIREMENTS
•High-school Diploma / GED
•2+ years' experience in an administrative assistant role
•Knowledge of HOA/CONDO a plus
•Excellent customer service skills
•Ability to communicate effectively orally and in writing
•Ability to establish and maintain productive working relationships with residents, board members and vendors.
•Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook
•Knowledge of MyQ and Caliber a plus
•Ability to multi-task and work in fast paced environment with little supervision, problem solve and be proactive rather than reactive
•Excellent organizational skills and ability to prioritize work to meet deadlines
•Must be authorized to work in the US
•Must have valid driver's license
•Must have background screen results that meet the criteria of Confidential Company for the position
WORKING CONDITIONS AND PHYSICAL DEMANDS
Works onsite within the community.
Workdays are Monday-Friday from 11:00am to 4:00pm and reports directly to the Association Manager.
Must be able to stand for extended periods, sit; walk; use hands and fingers to feel and handle; reach with arms and hands; stoop, kneel and crouch; lift weight or exert force of up to 30lbs.
Salary Description
$18 per hour
Do you have a passion for helping others?
If you're one of the best administrative professionals in the industry with a friendly, customer-focused personality, then we want you to work with our terrific team!
What we need: An awesome part-time administrative assistant to support our CAM in the Winter Garden area.
What you'll get: A supportive, fun company culture where you get to make a difference. After all, you help make communities great, and you help people love where they live!
POSITION SUMMARY
The Administrative Assistant will support the onsite property manager and is expected to deliver the highest level of professionalism to owners, tenants, and vendors. We seek a multi-tasker with strong communication skills and a positive attitude. Ideal candidates should have excellent organizational abilities and be capable of thriving in a fast-paced environment with minimal supervision.
POSITION FUNCTIONS:
• Welcome Residents and Visitors:
Greet and assist all residents and visitors at the clubhouse office.
• Email Management:
Maintain the HOA email account by promptly responding to resident emails and following up as necessary.
• Resident Support:
Provide assistance with gate and portal access, assessment payments, compliance notices, ARB applications, fines, reprinting coupons, and updating Owner account information.
• Real Estate Assistance:
Help real estate agents with inquiries related to the Association.
• Clubhouse Reservations:
Facilitate the clubhouse reservation process, including pre and post walkthroughs, programming key fobs, and processing payments.
• Event Coordination:
Maintain the community calendar and coordinate event dates with all committees.
• Payment Processing:
Prepare and submit lists of payments received for gate access, amenity access, and clubhouse reservations to the Corporate office for recording and deposit.
• Work Order Management:
Manage resident-submitted work orders by assigning them to appropriate vendors and communicating status updates to residents.
• Document Maintenance:
Assist in maintaining community documents and records on the Frontsteps portal, company intranet, and MyQ database.
• Insurance Claims Assistance:
Help process insurance claims for gate incidents and meet with Winter Garden PD if necessary.
• Community Communication:
Contribute to the creation of community communications, including weekly bulletins, announcements, newsletters, and emergency notices as well as other notices as needed.
• Inventory Management:
Maintain an inventory of office supplies, gym supplies, and trash liners. Inform manager of items that are needed.
• Compliance Support:
Assist the compliance committee with notices as needed.
• Project Coordination:
Help gather quotes and proposals for community projects.
• Invoice Processing:
Assist in coding vendor invoices for payment when CAM is out of office.
• Vendor Setup:
Help set up new vendors by obtaining their Certificate of Insurance (COI), W9, and contact information, while ensuring documentation is current.
• Check Requests:
Prepare check requests and submit for payment processing.
• Bulletin Board Management:
Maintain community bulletin boards and A-frame signs with updated content.
• General Office Duties:
Perform miscellaneous office tasks such as filing, copying, scanning, etc.
Additional Support:
Assist the association manager with other duties as needed.
Requirements
QUALIFICATIONS AND REQUIREMENTS
•High-school Diploma / GED
•2+ years' experience in an administrative assistant role
•Knowledge of HOA/CONDO a plus
•Excellent customer service skills
•Ability to communicate effectively orally and in writing
•Ability to establish and maintain productive working relationships with residents, board members and vendors.
•Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook
•Knowledge of MyQ and Caliber a plus
•Ability to multi-task and work in fast paced environment with little supervision, problem solve and be proactive rather than reactive
•Excellent organizational skills and ability to prioritize work to meet deadlines
•Must be authorized to work in the US
•Must have valid driver's license
•Must have background screen results that meet the criteria of Confidential Company for the position
WORKING CONDITIONS AND PHYSICAL DEMANDS
Works onsite within the community.
Workdays are Monday-Friday from 11:00am to 4:00pm and reports directly to the Association Manager.
Must be able to stand for extended periods, sit; walk; use hands and fingers to feel and handle; reach with arms and hands; stoop, kneel and crouch; lift weight or exert force of up to 30lbs.
Salary Description
$18 per hour