Administrative Assistant/Recreational Coordinator

Job Description: Administrative Assistant

Job Type: Part-time

Location: Blakeslee, PA

Job Summary:

The Administrative Assistant will have the ability to work diligently to help maintain smooth office operations. You will undertake a variety of activities in the office ranging from filing and answering the phone to permit processing. You must be reliable and hardworking with great communication skills. The ideal candidate will be familiar with office equipment and procedures.

About us:

Since its establishment in 1968, the Brier Crest Woods Property Owners Association has operated as a unified collective, dedicated to delivering outstanding service to our community. Our achievements are a testament to the invaluable contributions of passionate and talented volunteers who work towards a shared vision. We actively listen to the voices of our community members and adapt accordingly. Our endeavors here are the result of collaborative teamwork, with each individual who excels in their role.

Through mutual support, shared enthusiasm, and a commitment to excellence, we continually strive for success as a team. We invite you to embrace this community philosophy, which has served us effectively for many years. Every individual who contributes to Brier Crest Woods should recognize their significance within our organization.

Detailed Overview of Responsibilities:

Role Specific Responsibilities:

• Intake, coordination, and processing of permits. Works in conjunction with the Township to ensure accuracy
• Monitors supply levels and coordinates the ordering of supplies upon approval
• Research information and/or pricing for larger purchases for Operations Manager when requested.
• Prepares new Short Term Rental Homeowner wristband assignment and monitors supply of wristbands for reorder.
• Coordinates logistics for meetings, including printing and collating Board of Directors packets and room setup.
• Prepares permit reports and on notice reports and reviews with Operations Manager for followup.
• Appeals - when appeal letters and payment are received, create the appeal file, and send it to the appeal committee, and communicate with the homeowner when the appeal will take place.
• Coordinates Family Activity Night held one night per month.
• Time and location
• Volunteers and activities
• Inventory needed items and prepares orders for purchase.
• Set up and clean up.
• Responsible for Community Picnics held on Saturdays of Memorial Day, Fourth of July and Labor Day Weekends
• Inventory, order and purchase of all food, drink, and paper products.
• Booking DJ and following up to confirm availability.
• Work with the Recreation Committee on Holiday craft, inventory and create orders for craft. Organizes volunteers for craft, set up, and clean up.
• Holiday Events-Easter, Halloween, Christmas
• Coordinates with the Recreation Committee on theme, dates, times, food list and activities for each event.
• Inventories needed food, paper products, and supplies for activities, and prepares orders.
• Coordinates volunteers for decorating, set up, clean up and general help during the event.
• Attends monthly Recreation Committee meetings via Zoom.
• Keeps all calendars updated with events including hall rentals and pavilion rentals.
• Posts events to social media and creates eye catching flyers and advertisements.
• Provide recommendations to the Recreational Committee for the annual budget.

Office General Responsibilities:

• Prepare car tags for STR, notifying the Operations Manager of any issues that require attention (e.g., exceeding the number of guests or vehicles).
• Assist walk-in homeowners.
• Manage incoming calls, answering questions, and directing inquiries to the appropriate staff member.
• Maintains physical and digital filing systems.
• When the Operations Manager is unavailable:
• Meet with new STR homeowners to discuss rental procedures and issue wristbands.
• Meet with new homeowners to provide BCW-specific information, distribute badges and car tags.
• Assist in the preparation of mailers for the annual meeting.
• Maintains the schedule for community building and pavilion rentals.
• Check-in homeowners at all meetings.
• Inputs and updates information in databases and spreadsheets.
• Ensures that deadlines are met and adapts to changing priorities.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Additional task as needed

Qualifications:

• High school diploma or equivalent; additional education in business administration is a plus. (Associate's degree preferred).
• Proven experience in administrative support roles and/or as Recreational Coordinator/Planner preferred.
• Excellent communication skills, both written, verbal, and in a public setting.
• Capable of establishing and organizing schedules, activities and facilities.
• Ability to work independently, to multitask, problem solve and meet deadlines.
• Ability to actively listen and synthesize ideas and obtain cooperation from others in transforming those ideas into action.
• Strong diligence and accuracy.
• Ability to multitask and prioritize tasks effectively.
• Working conditions will vary Regular work may be performed at home (upon approval), at the community building, in the main office, or at the pavilion/beach.
• Day, night, and weekend availability is required
• Proficient in Google Suite, Microsoft Office, and Social Media Platforms.
• Excellent organizational and time management skills.
• Customer service-oriented attitude.

Perks:

• Competitive salary.
• Training and development opportunities.
• A supportive and collaborative work environment.

Job Type: Part-time

Pay: $17.00 - $19.00 per hour

Expected hours: 20 – 30 per week

Schedule:

• Evening shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Blakeslee, PA 18610 (Required)

Ability to Relocate:

• Blakeslee, PA 18610: Relocate before starting work (Required)

Work Location: In person