ADMIN ASSISTANT FIELD

Gates Hudson Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and GHCM’s Management Agreement. The ADMINISTRATIVE ASSISTANT-FIELD conducts all business in accordance with the Association’s governing documents and GHCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to housing.

• Provide administrative and customer service support for the Manager, Board of Directors, and Maintenance staff as applicable.
• Provide clerical assistance such as typing, filing, answering telephones, creating and issuing pool passes, etc.
• Assist the Manager in maintaining all office files and records in accordance with policies and procedures.
• Log and dispense pool passes to residents as applicable.
• Maintain accurate records, logs and operating data systems, as directed by your supervisor.
• Produce daily, weekly, and monthly reports as directed by your supervisor
• Perform additional duties as assigned.

• Maintain a positive customer service attitude.
• Handle all calls from owners, vendors, residents, etc.
• Assist owners and/or resident with questions pertaining to the pool and clubhouse use.
• Direct owners to correct contact person for Association rules & regulations and Bylaws (e.g. Parking permits, pool applications, move-in/out procedures etc.)
• Greet all residents and prospects and direct them to appropriate individual as they enter the building.
• Promote goodwill among owners, residents, coworkers, and contractors/vendors.
• Apply policy in a fair, uniform manner to ensure consistent policy enforcement for all residents.

• Assist in maintaining exceptional curb appeal in and around common areas.
• Receive and forward maintenance requests according to Association and GHCM policy.
• Where applicable, assist the maintenance staff in maintaining all files, logs and records in accordance with policies and procedures.
• Where applicable, retain packing slips from supply orders and attach to invoice.

• Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports.
• Promote safety and security measures in property maintenance to reduce owner liability and increase Owner/Resident/Employee protection.

• A High School Diploma is required.
• 1 to 2 years’ experience in a related office position.
• Maintain full working knowledge of all Association and GHCM operating policies and procedures.
• Intermediate or advanced knowledge of Microsoft Office systems, including but not limited to Outlook, Excel and Word.
• General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.
• Maintain full working knowledge of the 3rd party software used by GHCM to include: Jenark, Strongroom Payables Lockbox, Smartwebs Violations and community website/web portal hosts.
• Maintain full working knowledge of Jenark Access modules, printers, telephones, fax machine, photocopier.