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Taylor Management

Administrative Assistant Job at Taylor Management in Waretown

Taylor Management, Waretown, NJ, US


Job Description

Job Description

Greenbrier at Oceanaire, one of new Jerseys Premiere Active Adult Communities, is in need of a part time Administrative Assistant.

we are looking for someone who can work 25 hours per week at $23.00 per hour

Administrative Assistant

The Administrator Assistant plays a critical role in the management and operation of the community's day-to-day affairs. Responsibilities span multiple areas, including resident services, vendor relations, compliance, and administrative tasks. Below is a summary of key duties:

Resident and Community Services:

  • Daily Resident Inquiries: Respond to resident questions and requests, providing information about the community, its rules, and regulations.
  • Architectural Review Committee (ARC) Process:
    • Assist residents with submitting ARC applications and ensure all paperwork is processed.
    • Attend ARC meetings to clarify decisions on approvals or denials.
    • Track and log ARC applications and ensure all contractors have up-to-date Certificates of Insurance.
    • Coordinate communication of ARC approvals and denials, including letters and documentation.
  • Golf Services:
    • Handle golf membership inquiries, including logging memberships, verifying handicaps, and processing refunds or upgrades.
    • Maintain and monitor golf membership lists and submit updates to the Finance Committee Chair.

Vendor and Contract Management:

  • Vendor Relationships: Assist the manager in maintaining positive relationships with vendors, including landscapers and contractors, ensuring smooth day-to-day operations.
  • RV/Boat Lot Management: Control rentals for the community's RV/boat lot, ensuring that all registrations, insurance, and renewals are up-to-date.

Compliance and Document Management:

  • Rules and Regulations: Ensure compliance with the Association’s Rules and Regulations, including managing violation notices and ensuring resolution.
  • Census Data: Maintain census data for the 55+ community in compliance with federal laws.
  • Insurance: Send requests for updated insurance information and verify compliance from contractors.

Administrative and Financial Duties:

  • Board and Committee Support:
    • Create and maintain lists of board meetings, workshops, and committee members.
    • Assist in tracking financial documents, such as the closed homes report and General Ledger (GL) accounts.
  • Check Requests and Payments: Process check requests for Board and committee members and handle monthly Pro Shop payments.
  • Communication: Create flyers and announcements for distribution within the community.

Office and Resource Management:

  • Office Supplies: Order and manage office supplies, including postage and mailing materials. Order monthly library books.
  • Equipment Monitoring: Monitor usage of office equipment, including the postage meter and copier.
  • Snow Priority List and Streetlight Outages: Maintain and verify snow priority lists and submit monthly reports on streetlight outages to the utility company.

Other Duties:

  • Welcome Letters: Send welcome letters to new homeowners and ensure their access to the community website is set up.
  • Block Party Coordination: Coordinate block party requests, ensuring necessary forms are submitted and police and cones are arranged.

This Administrative Assistant role involves a combination of customer service, administrative oversight, and operational coordination to ensure the smooth functioning of the community's daily activities.