Administrative Assistant Job at Leland in Melbourne

Description:

Department: Administration

Job Type: Full Time

Hours: 40 hours per week

Job Location: Onsite

Job Overview

As an Administrative Team Lead, you will be a key contributor to the smooth and efficient operation of our office. This role requires a detail-oriented and organized individual with excellent communication and multitasking skills. You will play a crucial part in handling administrative tasks, managing office procedures, and providing support to various departments within the Clubhouse.

Resident Service

The Administrative team Lead has a friendly, personable style with residents. Anticipates residents’ needs before they ask. Responds promptly and follows through on resident complaints in an effective and friendly manner. Recognizes and rewards effective resident service of staff. Reviews resident comments. Reply to the residents, resolving issues and/or concerns. Manages resident service problems with minimum assistance from General Manager or Club Manager. Informs General Manager or Clubhouse Manager of serious resident problems. Develops creative solutions to resident service problems.

Primary Responsibilities

• Welcomes Heritage Isle residents and assist with obtaining car decals, clubhouse access cards, Club Member rules and addressing any concerns.
• Maintain front desk spreadsheet including details of new residents and tenants, car decals issued, estate sales, overnight parking requests and daily clubhouse checks.
• Provide clerical office assistance in the form of faxes, copies and scanning documentation, including all car decal forms, age verification documentation, and tenant leases.
• Work closely with Heritage Isle CAM and staff, providing support as necessary.
• Listen to all resident concerns and forward to proper entity for action.
• Observe Clubhouse facilities several times a day to ensure all are operating properly and address any resident concerns.
• Open the front desk register and enter all sales transactions daily.
• Maintain resident sign-up sheets and ticket documentation for Clubhouse Events.
• Receive resident deeds, death certificates and tenant leases and provide to Leland Management staff as necessary to update all HI Accounts (HIDA, Club, HIRVA, Cond)
• Maintain records for 55+ tracking.
• Maintain resident/tenant accounts in TEKWave, updating as required.
• Provide registration links to residents for TEK Control Visitor Management App
• Work with Heritage Isle Guardhouse staff, including notifications for Clubhouse Events, community Open Houses and Estate Sales.
• Handle incoming calls, emails, and inquiries, providing information and directing queries to the appropriate personnel.
• Maintains clubhouse calendar on all club meetings and use of rentals.
• Issues work orders to appropriate vendors as requested.
• Assisting with all other duties as assigned.

Requirements:

Working Conditions:

This position typically operates in a professional office environment. Must be able to work occasionally on a weekend day.