About the position
Office Assistants handle the routine office work and administrative responsibilities of the community. Provide Epic Customer service and the first line of customer communications. Supports Community managers and employees through various tasks related to organization and communication. They are also responsible for assisting with planning and coordinating community events and activities. Office Assistants are responsible for confidential and time-sensitive material and are familiar with a variety of community office concepts, practices, and procedures.
Responsibilities
- Become well educated on the Lease Agreement, Lease Addendum, Addendums, and Community Rules and Regulations
- Greet & establish rapport with residents and prospective residents, receive community comments, suggestions, and complaints, and forward to the appropriate Manager
- Answer phones in a professional manner and route calls to the appropriate party and take messages if community staff is not available
- Perform administrative functions including answering phones, typing, copying, faxing, and filing
- Assist management team in preparing and distributing resident and community communications
- Complete and maintain community records, reports, and files
- Collect and post processing fees, rents, inspection or other fees; record in the proper accounts and issue receipts
- Make collection calls for rental payments
- Assist with the preparation of marketing materials and implementation of resident relation activities/events
- Forward all customer service requests to the appropriate Manager
- Create monthly Newsletter
- Occasionally inspect community for lease violations
- Handle incoming and outgoing mail
- Manage all customer service related to private events taking place in the Community Amenity Centers
- Ensure that Rules and Regulations of the Community Amenity Centers are followed
- Make sure all offices are kept clean and presentable and keep the refrigerators stocked
- Constantly promote interest in Roberts Communities by presenting a positive attitude and having a great rapport with current residents to encourage in-park referrals
- Attend to vendors, order and receive products
- Direct Service requests to Project Management Team
- Additional or modified duties as assigned within the Company’s discretion
Requirements
- High School diploma or GED
- Minimum 2 years secretarial/administrative/customer service experience
- Professional phone presence when talking to customers
- Strong verbal and written communication and interpersonal skills
- Strong organizational and time management skills
- Ability to fluently read, write and speak English and Spanish
- Ability to work well independently and on a team
- Ability to multitask and prioritize tasks effectively
- Attention to detail and accuracy in record keeping
- Proficient in basic computer programs including MS Office-Word, Excel and Outlook
- Valid Driver’s License and good driving record
Benefits
- Medical, Dental, and Vision
- Employer Paid Life Insurance
- Voluntary STD, LTD, Life, Accidental, and Critical Illness
- PTO and 11 Paid Holidays
- 401(k)
- Working in an inclusive community
- Complimentary stay at one of our resorts
