Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Ocala, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 14 consecutive years, including winning first place in our category for 2021! The position is full-time (Monday thru Friday from 8:00am to 4:30pm) with a competitive pay and excellent benefits.

Job Duties

• Prepare and mail letters to homeowners/vendors regarding various issues.
• Fax, scan and copy various documents.
• Maintain office filing and storage system.
• Maintains spreadsheets, i.e., age verifications, telephone book, search, ACC, RV, vendors, homeowner/guest bracelet log and renters.
• Maintain and update resident databases in Caliber.
• Maintain and update Concord Print Mailing list for Community Mailings.
• Assist Volunteers with Preparing Community Mailings.
• Receive, sort, and distribute incoming mail.
• Monitors and order office supplies for the administration office, activities office and misc. committees.
• Greet residents and/or visitors and assist them with their needs if possible.
• Answer telephone and assist caller with their needs if possible. Take messages and screen calls for the manager.
• Record and process deceased persons information.
• Enter approved ACC applications into Caliber. Make copy of approved apps if requested by Residents.
• Attend Board meetings and transcribe recorded minutes.
• Scan into record various Board, committee, and club meeting approved minutes.
• Record bowling locker fee checks & mail the same to the Management Company.
• File monthly inspection reports from the maintenance crew.
• Prepare new homeowner/tenant orientation packages.
• Conduct Homeowner Orientations
• Process new homeowner and tenant packages after orientation.
• Order house signs and collect payment when they arrive.
• Order Name badges and collect payment when they arrive.
• Monitor and update lease expiration date(s) for rental properties.
• Monitor and update registration expiration date(s) for RVs.
• Register golf carts and monitor for insurance expiration dates.
• Update Board Members Documents, policies, and procedures book, as assigned.
• Monitor and update community common area key assignments.
• Maintain Key Fobs & Guest Card (credentials) Distribution to Homeowners and Tenants.
• Collect Credentials when Homeowner Moving Out of Community-record in Envera Database.
• Other duties as assigned.
  
  

Requirements

Skills:

Excellent Writing And Communication Skills

Collaborator (Team Player)

Proficient in Computer software to include Excel, Word, Power Pointe, Outlook

Proficient in Email management and distribution

Creating and mailing correspondence

Proficiency in the use of various office machines including fax, copier, scanners, printers, phones

Computer file management

Accurate filing of documents

Inventory management of office supplies.

Implementing the use of resource materials

Implementing and updating office reports and spreadsheets