Administrative Coordinator

Job Description:

Primary Objective of Position:To facilitate the administrative functions of the corporate office and portfolio manager. The Administrative Coordinator shall take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily functions. Outlined below are the functions that are to be handled by the Administrative Coordinator however the role is not limited to these functions.

Essential Functions:
1. Answer all calls, and distribute as needed, greet homeowners, vendors, and guests in a professional and timely manner. (35%)

  • Assist residents as needed
  • Ensure workplace is kept neat and organized
  • Assist in booking of resident events
  • Monitor and distribute emails as needed

2. Assist with Work Orders. (2.5%)

  • Ensure Oversee landscaping work orders
  • Communication with Vendors
  • Follow up with residents (email or phone call) to ensure their concerns have been addressed and satisfied

3. Handle Owner/Tenant Relations. (2.5%)

  • Process new tenants
  • Ensure welcome packets are assembled accordingly
  • Ensure there are tenant welcome packets and enough for resales
  • Tenant registration
  • Verify lease
  • Provide Certificate of Approval Letter

4. Maintain all necessary files and in an organized manner (5%)

5. Assist with setting up new homeowner packages as needed (5%)

6. Update TOPS websites as needed (5%)

7. Assist CAM as needed (45%)

  • Understand Restrictions for community – be able to know where information is on Docs to properly answer Resident Questions
  • Know Clubhouse Rules & Regulations
  • Assist Booking of resident events
  • Be up to date with current events and meetings at the Club Houses

Non-Essential Functions:

  1. Keep the Controller/CAM promptly and fully informed of all problems or unusual matters of significance.
  2. Perform all duties and responsibilities in a timely and efficient manner in accordance with established Company policies and procedures to achieve the overall objectives of this position.
  3. Maintain a favorable working relationship with all other Company employees to foster and promote a cooperative and harmonious working climate.
  4. Perform special projects and other responsibilities as assigned.
  5. Participate in task forces and committees as required.
  6. Attend Company sponsored functions.

Knowledge and Skills:

  • Education: High School diploma acceptable. Two years post high school education preferred.
  • Experience: One to two full years of employment in related position.
  • Skills and Abilities:
    Requires knowledge of accounting and hospitality profession.
    Requires ability to make decisions and determine a course of action.
    Must be able to work with and understand financial information and data, and basic arithmetic functions.
    Must possess communication skills in terms of the ability to negotiate with and convince vendors.
    Must work well in stressful and high-pressure environment. Must maintain composure while being confronted by vendors.

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"The Del Webb management and activities team have made major improvements in the operations, maintenance, security, covenants enforcement, breadth and enjoyment of social activities. Further, the teams have exceptional interpersonal skills and are focused on exceeding resident expectations." Kathy, Del Webb Homeowner
“The Access team has really enhanced the resident lifestyle here. There’s always something fun going on, and the newsletter makes it so much easier to stay connected and discover new ways to enjoy our community.” John, Village Walk Homeowner
"The Access Residential Management team has been very helpful in our transition from renting in Waterleigh to owning. Alex and Rebekah have always answered our questions in a polite and prompt manner. The wonderful community events that the team coordinates have helped us to meet more neighbors and feel welcome.? Renee, Waterleigh Homeowner
“I only wish all management companies were as responsive and accommodating as “The Access team ." Jim Gray, City of Orlando District 1 Commissioner
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