Administrative Assistant

Job Description

Description:

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Clermont, 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 5:00pm with competitive pay and excellent benefits.

Summit Greens is an independent active adult living community. Residents living here are typically looking for social, educational and recreational opportunities to enrich their lives.

SUMMARY OF FUNCTIONS:

Assist the Community Association Manager, to ensure the community is up to the standards established in the associations governing documents

MAJOR DUTIES AND RESPONSIBILITIES:

Opening and closing office, check mail and suggestion drop box daily.

Refill ALL supplies as needed.

Answer, Retrieve and respond to telephone, email and written requests.

Collect completed forms, address as necessary and update systems and files

Replenish postage at stamps.com

Upload various documents to SGRA website, including Minutes, update Resolution Spreadsheets and post to website. Add, delete, and edit website modules on a regular basis.

Receive and distribute the US Mail daily. Periodically make trips to US Postal Office for Certified mail outs.

Assist Manager and Board of Directors with various clerical duties and messages.

Report Duke Energy regarding street light outages.

Oversee all landscape work orders.

Address homeowner’s concerns in person, via email and phone calls.

Communicate with department heads regarding special issues.

Code all invoices to the appropriate budget category.

Document payments made to a vendor (amounts owed, etc.).

Research invoices to ensure accuracy as approved by the Board of Directors.

Updating banks with current information for the Board of Directors. Reporting sales & use tax to the Florida Department of Revenue.

Maintaining Activities transactions & funds.

Maintaining files (electronic & hard copy).

All editing of official documents (ACB, Rules & Regulations, etc.)

Fulfilling owner record requests.

Opening Service Requests for Maintenance Staff.

Assist with Annual Audit and financial research.

Researching documents & files for owners, committees, and directors.

Special projects (resident directory, website renovation, etc.).

Assist with all official notifications sent to owners.

Secondary Responsibility

Receive and welcome all residents and guest to the community by providing excellent customer service.

File all paperwork in appropriate places in a timely manner.

Assist the office staff with phones and fill in as needed.

Maintain a flexible schedule.

Any additional duties assigned by the assigned Board of Director or management. Requirements:

Job Requirements

Maintain a current Florida Driver’s License

Skills

Proficient in MS Office Applications such as Word, Excel, among others.

Excellent in the English language.

ORGANIZATIONAL RELATIONSHIPS:

Reports directly to the Association Manager.

Full-time