Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Celebration, 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 15 consecutive years, including winning first place in our category for 2021! The position is full-time (Monday thru Friday from 9:00am to 5:00pm) with competitive pay and excellent benefits.

Under the direction of the Community Association Manager, this position requires an onsite presence. This position is responsible for events and administrative work and to act as point of contact for all residents. Also responsible for accomplishing a daily activities routine and administrative responsibilities include providing support to ensure efficient operation of the HOA office.

• Check messages when you get in at 9AM and when you get back from lunch by calling 407-827-7777. Press 1 to listen to messages and 2 to save the message after you write the message details down!
• Answer phones “Waterstreet at Celebration” and take detailed messages (write all info. down on pad with dates, name, unit #, phone number and the message) give to Property Manager. If it is urgent and the Property Manager is not in the office, call him or text him at 407-717-5001. Greet residents and walk-ins in a friendly manner.
• Meet with new Residents, give them a “Welcome Pkg.” from the folder (on the large desk.)
  
  

Get a copy of their lease if a tenant or HUD sheet if an owner, make a copy, have them fill out a parking form on the clipboard near the large desk.

• Leases and HUD sheets – Make a copy! Scan/email lease to “Leases” at Leland asking them to update it in Caliber, email Kely at Oates Energy alerting her there is a new tenant or Owner at that address effective the date on the lease or HUD sheet. File in unit file in Manager’s office.
• Type misc. reports in Word, Excel, copying, faxing, scanning, emailing.
• Check mail daily and give to Manager.
• Keep office area and bathroom clean and check supplies (toilet paper, hand towels). Empty trash cans when full. Check Social Room bathroom supplies and keep clean (hand towels, soap, toilet paper).
• Parking permits and bike stickers – (there are yearly Parking Permit stickers, Visitor’s Tags and Bike stickers. There is a white binder for each one. For Parking Stickers, Visitor Tags or bike stickers, make sure we have the resident’s Lease or HUD sheet first! Residents must fill out ALL info. on the appropriate forms before receiving a Parking Permit sticker, Visitor’s hanging tags or bike sticker. Log all Parking Permit Registration forms into the Log Sheet tab in the white Parking Permit Binder then enter the info. from the Parking Permit Registration form they filled out into the Excel spreadsheet in the computer under folder “Waterstreet Celebration Condo – 457” then open the folder labeled “Parking permit stickers sorted by permit #”. Enter info. into the proper bldg. There are 12 tabs for all 12 buildings. Make sure to type info. in the correct building tab! When finished, type the date when you completed the log on the top of the 1st bldg., tab and save it weekly, then file the forms in the white “parking permit sticker forms logbook” binder. Always save your work! ONLY ENTER REGULAR YEARLY PARKING PERMIT INFO. IN THE EXCEL SPREADSHEET. Email the Board a copy of the parking permit spreadsheet weekly on Friday.
• Visitor’s Tag forms do not need to be entered in computer, just file in Visitor’s Log binder.
• Bike sticker forms just get filed in Bike Sticker Log binder.
• Assist residents or guests when they come into the office. Take messages or get the Manager if needed.
• Never hand out any keys! Get approval from an owner first to hand out a key. Once you have approval, have the person requesting the key sign the key out on the Sign Out Sheet on the clipboard on top of the green key box. They must have their contact number on the form and return the key back before you leave the office!
• Our hours are 9AM-5PM. Lunch is ½ hour with a 15 minute morning break and a 15 minute afternoon break.
• Notify Manager of any appointments you may have or days you need off at least a week ahead of time or if you will be late coming in.
• When leaving the office during 9AM-5PM, put the time clock tag on door when you will return and make sure office is locked and when you leave at 5:00, lock up all doors!
• When you receive a new lease, make sure we have their contact info. on it, make a copy of it, email a copy to Leases asking them to update it in caliber then file it in the unit files in Manager’s office. Then, email Kely Somers at Oates Energy notifying her that there is a new resident, give her the unit address and effective date it starts, phone number, etc. The new resident will then need to call Oates the following day or so to set up their water account.
• The Gym – ONLY for residents to use! Residents need to give the onsite manager a 4-digit code that they choose. The manager will input the info. into the computer and they should be able to use the gym with that code the following day.
• Read our Rules and Regulations so you are familiar with it!