Onsite Administrative Assistant (Gate Access)

Job Details

Description

Position Summary:

Primarily responsible for maintaining the gate access management system which includes daily customer service to residents and HOA Board members as well as performing administrative duties that are essential to ensuring the information in the gate access system is accurate.

Position Responsibilities

• Provides administrative support, and all other tasks as directed to the Community Manager.
• Develops a working relationship with community board members and homeowners.
• Extend top-notch customer service and problem resolution, via phone, face-to-face, website or email to board members, committee members and residents within prescribed time frames.
• Ensure resident and vendor application information is accurately entered into database and the gate access management system.
• Charge accounts and process payments for purchase of gate access transponders and reactivation fees.
• Install new transponders on vehicles during the hours designated by the board.
• Suspend gate access transponders as required per Board resolutions.
• Maintain adequate on hand inventory levels of each style of transponder.
• Provide monthly data to Community Manager.
• Assist Compliance Manager(s) with traffic violations including processing of tickets for letter generation and research.
• Oversee filing system for all incoming incident reports, daily log sheets and monthly recap reports from security contractor.
• Coordinate with contracted access control service provider on all issues related to gate access to include site visits to both manned gates.
• Assist with Board, annual and Committee meetings, including assistance with preparing correspondence necessary to notify Board members, Committee members, and general membership.
• Assist in the preparation and distributing of Committee and Board meeting packets.
• Perform administrative functions for the Community Manager which include but are not limited to answering phones, creating/sending correspondence, sending/receiving faxes, etc.
• Answer inquiries regarding Country Club Community Association resources, providing callers with information needed.
• Provide relief to the front receptionist.
• Other duties and special projects as assigned.
  
  

Knowledge, Skills & Abilities

• Excellent customer service and communication skills with the ability to handle and diffuse difficult customers.
• Ability to multitask, and prepare and process large amounts of administrative items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to proficiently utilize computer programs and company database systems, including Microsoft office, internet, GateAccess software and e-mail systems.
• Ability to interact and work positively and effectively with staff at all levels.
• Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management and staff.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
• Commitment to company values and goals.
  
  

Physical Demands & Work Environment

• Sitting at work station utilizing a computer in an office setting.
• Walking, climbing stairs multiple times per day.