Onsite Administrative Assistant (Zephyr Mountain Lodge)

Company Overview

Hammersmith is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The Hammersmith professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry.

Hammersmith is a values-based company with the following values as our guiding principles:

• Integrity: We always do the right thing.
• Respect: For our customers, employees, and company, mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: More than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: We are a professional services company; people do business with people they like.
• Always Improving: Never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.
• Join Hammersmith's fast-growing team where energy, teamwork, innovation, and contribution are highly valued.
• Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities.
  
  

Property Summary

The Zephyr Mountain Lodge is a rustic, contemporary ski-in/ski-out lodge with a slopeside location just 110 feet from the Zephyr Express Lift. It's as close as you can sleep to the lifts without sleeping outside. The Zephyr combines a heightened level of sophistication and elegance, providing you and your family with a memorable Colorado vacation experience. Mountain-side units have a view of the Village area, while the Divide side units have a view of the Continental Divide. Unwind after a day on the mountain in front of your gas fireplace or take a soak in one of the four on-site hot tubs. This beautiful property also features heated, underground paid parking and is conveniently located on the in-town shuttle route. Zephyr Mountain Lodge is the gateway to The Village at Winter Park, an exciting pedestrian village. The promenade features a variety of unique restaurants, shops, cafes, sporting goods stores, boutiques, and gathering places. When you stay at The Zephyr, you're only steps from everything Winter Park Resort has to offer!

The Administrative Assistant supports all departments, performing a variety of administrative and operational duties that lead to the overall success of the business. The ideal candidate is eager to learn and grow their role with the Association, taking on additional responsibilities along the course of their employment.

Responsibilities

• Onsite Management
• Learns and masters property systems:
• Onity/door access
• Ski lockers
• Owner Mailboxes
• Parking
• Vantaca Property Management System
• Owner accounts
• Owner communication
• Work order system
• Strongroom AP System
• Meets and greets owners, guests, and vendors
• Documents damages or losses with photos and incident reports
• Inspects HOA common area property, submitting work orders for maintenance or notifying janitorial staff
• Administrative
• Works independently to maintain business flows when the Community Association Manager (CAM) is out of the office
• Acquires knowledge of CCRs, bylaws, policies, and rules of the Association
• Maintains Association and owner records accurately
• Prepares and sends communication to owners
• Answers the office phone, identifies issues that need escalation to the CAM, and takes messages for concerns that can wait until the CAM’s return when the CAM is out of the office
• Responds to emails
• Receives deliveries and communicates with owners to pick up
• Assists with annual ownership meetings tasks, such as printing and mailing packets
• Records meeting minutes
• Communication
• Communicates verbally or through email about incidents that occur when the CAM is out of the office
• Prepares communication to homeowners, sends email blasts, creates elevator signage
• Stays updated with shift notes, shares vital information to team
• Financial
• Manages accounts payable cycle
• Prepares miscellaneous billings
• Reconciles debit card purchases
• Assists with homeowner accounts
• Prepares laundry deposits
• Procurement
• Orders supplies for office, janitorial, and maintenance
• Research items for quality, price, and availability
• Maintains vendor records and logins
• This description is not intended to be an exhaustive list of duties. The employee may perform other duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of this position