Summary of the Community Specialist & Office Administrator job at hoaliving

Alignment with the HOALiving Core Values is a requirement of all positions within the organization:
 

• Solution Based 

• Teamwork 

• Accountability 

• Respectful 

JOB SUMMARY: 

HOALiving Minnesota seeks team member for the role of Community Specialist & Office Administrator.    This position plays a critical role in delivering exceptional service to all current and potential clients. 

Qualified candidates have strong customer service skills, are organized, work well in a team setting and have the ability to learn from experience.  The candidate must comply with the established policies and procedures. 

SCOPE: 

This position will report directly to the Vice President of Community Management, while taking direction and performing tasks as requested by their assigned Community Manager and Director of Community Management as well as periodic requests from other executive staff members.  The Community Specialist is responsible for providing support to managers in the assigned portfolio, this includes, but is not limited to, communications (oral and written), generating documents and organizing electronic records.  Qualified candidates must be able to play a dual role as Office Administrator in the Arden Hills HOALiving office. 

RESPONSIBILITES: 

Board Member & Homeowner Correspondence 

• Responding to homeowner inquiries telephone, action items, email, or other 

• Updating homeowner account notes 

• Sending and tracking violation letters through Vantaca 

• Review and organize architectural requests 

• Organizing and sending community newsletters 

• Creating and tracking maintenance work orders through Vantaca 

• Backup Customer Service Representative phone queue as necessary 
• General Support to Community Managers 
• Assist Community Managers in all functions 

• Periodically attend board, annual or special meetings 

• Track insurance renewals and bids through Vantaca 

• Scanning and electronic filing of documents 

• Organize bids, contracts and other community documents 

• Coordinate special mailings 

• Assist in vendor management tasks 

• Entry System Management (pool fobs and gate) 

• Maintain multiple amenity reservations as applicable to the communities. 

Office Administrator Duties 

• Attend to any walk-in clients 

• Oversee office equipment maintenance needs 

• Communicate with corporate Office Manager regarding supplies and bulk purchase needs 

• Coordinate with Employee Experience & Marketing teams for company parties and events 

• Other duties as assigned 

KNOWLEDGE, SKILLS & ABILITIES: 

Knowledge:  

The position requires knowledge in the following areas: 

• Understanding of Microsoft products  

• Ability to maintain a high level of accuracy and organization dealing with homeowner accounts and correspondence 

Skills: 

The incumbent must possess the following skills: 

• Excellent interpersonal, communication and problem-solving skills 

• Effective organizational skills 

• Computer skills including the ability to proficiently operate spreadsheets, relational databases, word processing programs, and e-mail as well as type a minimum of 45 wpm 

Personal Attributes: 

The incumbent must also demonstrate the following personal attributes: 

• Be honest, trustworthy and respectful 

• Be flexible and adaptable 

• Demonstrate sound work ethics 

• Pleasant demeanor 

• Good personal hygiene 

EDUCATION & WORK EXPERIENCE QUALIFICATIONS: 

• High School Diploma or equivalent 

• Previous experience in a customer service-related role is required (2+ years) 

Physical Demands: 

The Community Specialist may spend long hours sitting/standing and using office equipment and computers.  This position also requires some lifting of supplies and materials from time to time. 

Environmental Conditions: 

This position is located in an open area office. The incumbent will be faced with interruptions and must meet with others on a regular basis. 

Mental Demands: 

There are a number of deadlines associated with this position, which may cause stress. The incumbent must deal with a wide variety of people on various issues.