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HOA Administrative Assistant

HOA Administrative Assistant

TroonMillsboro, DE, US
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Hoa Administrative Assistant

Plantation Lakes Community Association is excited to announce the opportunity of HOA Full-Time Administrative Assistant. The Administrative Assistant provides a wide variety of administrative support services for the Homeowners' association, including support and assistance to the management office. The Administrative Assistant provides exemplary service in a manner consistent with the Plantation Lakes culture, values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of ICON / Troon. After training, we expect the candidate hired will be able to :

Email Blasts, Newsletter, Website :

  • Proficient with Microsoft Word, Excel, Power Point, SharePoint, Teams, and Google Docs and able to learn new technology (Feenics, CINC, Canva, Club Caddy)
  • Maintain and update community website and create monthly newsletter, and weekly eblast communications to members.

Administrative & Communication :

  • Answer phone calls and emails, questions and concerns in a timely, professional manner.
  • Greeting and assist residents, walk-ins, and visitors in a professional and friendly manner.
  • Assemble membership packages, conduct orientations, and give tours.
  • Scheduling residents' events for the flex rooms ensures a memorable experience.
  • Research local information and work with the Township as needed.
  • Providing support and assistance to management with special projects and events as required.
  • Being a team player and able to work after hours or weekends for special events and pool season.
  • Daily rounds to maintain a full inventory as well as a clean and safe area around the centers, pools, and community working with landscape, maintenance, housekeeping, etc.

    • Documentation, Data Entry :

  • Enter, sorting, updating, and uploading data in various databases and spreadsheets, ensuring accuracy and remaining confidentiality.
  • Assist in documents, data entry, filing in following areas (but not limited to)
  • Association and Resident's files
  • Tracks resident issues to help identify major problems or trends.
  • Renter's leases, resales, violations, and delinquent accounts as needed
  • Assists residents with account balance inquiries and access and research discrepancies

    • Architectural Review Responsibilities :

  • Follow up and review with owners for compliance with submission design guidelines requirements.
  • Prepare for monthly ARC meeting, developing written confirmation of ARC decisions and ensuring timely distribution and maintain the architectural review filing and archival system.

    • Knowledge, Skills, and Abilities :

  • Notary (will certify) and other duties and responsibilities as assigned by the Property Manager.
  • Technologically proficient, organizational skills, attention to details, and work under tight deadlines
  • Strong written and verbal communication skills, with the ability to interact respectfully with diverse audiences. Ability to de-escalate tense situations with professionalism and professional demeanor.
  • Knowledge of and appreciation for HOA rules and regulations.

    • Education and Experience :

  • Customer Service & Administrative : 3+ years (preferred)
  • Creative, Website, Newsletter, and Computer skills (preferred)
  • Previous experience with a homeowners' association is a plus.

    • Essential Functions and Requirements :

  • Able to multitask in a high volume, fast-paced environment. Able to work under pressure, maintain composure, and utilize good judgment during emergencies / difficult and stressful situations.
  • Candidate must be physically able to stand, sit, stoop, bend for long periods and lift up to 25 lbs. following appropriate safety procedures.

    • Job Type : Full-Time (40 hours per week)

    Pay : $20 per hour

    Benefits :

  • 401(k) Eligible after probationary period
  • Health, Dental, and Vision Insurance
  • Paid Time Off
  • Employee assistance program
  • Double Time on work holidays

    • Schedule :

  • Monday to Friday
  • 9 a.m. to 5 p.m.
  • In Person / On Site
  • Some evenings for special events and one Saturday a month during pool season.

    • Equal Employment Opportunity

    ICON / Troon is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

    Disclaimer

    This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.

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    Administrative Assistant • Millsboro, DE, US

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