Receptionist/Gate Specialist

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Job Summary

The Receptionist/Gate Specialist position requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.

Job Duties And Responsibilities

Duties include but are not limited to:

Reception

• Professionally greet and direct all visitors.
• Professionally answer the phone and direct all calls accordingly. Can assist owners with basic questions. (account balances, payment plan forms, directions on Resale Certificates, ACC forms etc.)
• Ensure that lobby area is kept neat and clean at all times.
• Assist with special administrative projects.
• Manage conference room calendars (both NRH Conference Room and Garden Room.)
• Process mail as directed by front desk schedule and distribute mail to appropriate team members.
• Screen incoming general messages within email and phone mail systems and distribute
• Process all checks that come into our office per checks SOP.
• Scan and upload invoices via QR upload to StrongRoom.
• Check inventory every other Monday and email inventory spreadsheet to Melissa to place orders.
• Facilitate Building Badge Access for all employees – Ensure new employees fill out the building management’s form for card access to garage and email it to Amber Garcia (building management) and add card info into system for our office door.
  
  

Gates & Reservations

• Pool/Gate Requests - This includes notating owner’s account in C3 under passes & notes, programming in appropriate gate system, mailing and saving forms in branch access.
• Parking Tags Requests - This includes notating owner’s account in C3 under passes & notes, programming in appropriate gate system, mailing and saving forms in branch access.
• Management of reports.
• Maintain gate tracking spreadsheet and reporting it to NTX Corporate Billing to bill the clients.
• Remove access for delinquent owners (pool/clubhouse) upon CAM’s direction.
• Working with gate vendors on gate repairs, trouble shooting and/or repairs & upgrades.
• Working with internet providers on connection issues.
• Entering data into new gate systems, setting up transition in communities (gate software and gate forms.)
• Upload association documents (pool/gate forms) into TownSq, Branch Access, and/or F: Drive.
• Facilitate clubhouse or pool reservations & communicating with owner.
• Posting Gate/Pool updates on TownSq.
• Review TownSq requests daily. Work directly with CAMS to respond to client inquiries on the platform.
• Process pool/gate related requests from TownSq and work directly with clients to achieve satisfaction.
• Preparation for next pool season (In slower season - Fall)
• Pull C3 reports to remove unit owners that have sold or moved out. (In slower season - Fall)
• Ordering gate/pool cards, key tags, etc.
• Update Gate Hot Sheets on a regular basis.
• Communicate any equipment failures or gate issues to the CAM.
• Perform transition in/out tasks related to gate systems.
• Follow up with prior management company as needed until full gate system transfer is complete, along with delivery of all cards/devices, etc.
• Confirm NTX has received point of contact for gate services vendor and update Branch Access and C3 with same.
• Work with Pool Monitors Company to ensure they have updated homeowner lists or other information as needed.
• Monitor gate remotes, fob, pool cards, etc. to ensure we have enough inventory on hand. Work with CAM when restocking is needed.
• Pulling/sending boxes to Iron Mountain for record storage.
  
  

Requirements

and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.)at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.)at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Knowledge of company policies, procedures and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time critical prioritization skills.
  
  

Education and Experience:

• High School Diploma or GED Required
• 0 – 3 years of directly related or closely related experience
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.