Onsite Resident Relation Specialist / Front Desk - part time (OFL2023-4894)

GrandManors 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 GrandManors 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.

 

RealManage 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.

 

Part Time Resident Realtion Specialist / Administrative - Front Desk

 

Phones and Emails-

 

• Answer phones
• Clear out HOA emails within 24 hours
• No later than 48 hours
• Acknowledge every email before assigning
• Voicemails are to be checked and returned daily
• Check and clear spam and junk folder
• Give time sensitive and priority emails to Resident Service Coordinator to follow up with management

 

Front Desk-

 

• Assist residents at the front desk with barcodes and access cards
• Place barcodes
• Take barcode and access card payments
• Invoice for barcode and access cards
• Enter barcode and access card information in DwellingLive
• Register new owners and tenants in DwellingLive
• Assist residents at the kiosk
• Schedule appointments for new owners, new tenants, lease drop offs, and ACC applications
• Send nightly Town Center Report to Board Vice President and AGM

 

Leases-

 

• Process leases received via email with Resident Service Coordinator
• Update lease tracking spreadsheet
• Upload leases to Ciranet
• Update in DwellingLive
• Follow up on incomplete leases

 

Communications-

 

• Post weekly DTE schedule on DwellingLive
• Post irrigation schedule on DwellingLive

 

Reporting OUC Light Poles-

 

• Report light poles to OUC provided by AGM
• Update spreadsheet when poles are reported

 

Weekly Office Inventory Check for AGM to Reorder-

 

• Barcodes
• Access Cards,
• Copier Toner
• Copy Paper
• Provide back-office supply list on board

 

Copies (weekly checks)

 

• ARC Applications
• Monthly Calendar
• Forms
• Barcodes
• Access Cards
• Add or remove relatives
• New and tenant Packets

 

Ongoing Project

 

• Scan records and organize files
• Assist Board, GM, AGM with any requests or projects

 

Plus other work related tasks as needed

 

Candidate must be outgoing with a professional personality, a sense of humor, a positive outlook, patience and self-control.

 

• Qualified applicant will display the following
• Strong attention to detail;
• Ability to problem solve;
• Ability to maintain confidential information;
• Strong written and verbal communication skills;
• Ability to work independently or with a group;
• and ability to meet a high standard of customer service.
• The ideal candidate will have at least 2 years professional administrative experience
• Excellent computer skills including Microsoft Office, Adobe DC Pro
• Will be flexible with project changes and be able to think outside the box.
• Flexible schedule is required as needed
• Candidate must be able to work their assigned shift on a consistent basis.