Office Assistant

Description

Position Summary:

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.

About Roberts Resorts & Communities:

This company operates nationally and is growing by the day. At Roberts Resorts & Communities, we're on a mission to build community and fulfilling dreams. Through our core values of resourcefulness, integrity, passion, and epic customer service, we're dedicated to making a difference in the lives of 30,000 people. If you're passionate about creating meaningful impact, thrive in a culture of integrity, and are committed to delivering exceptional service, we invite you to join us in turning visions into reality and shaping a brighter future together.

PERFORMANCE OBJECTIVES:

• Must 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 
• Assists management team in preparing and distributes 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  
• Creates monthly Newsletter  
• Occasionally inspects community for lease violations  
• Handle incoming and outgoing mail 
• Manage all customer service related to private events taking place in the Community Amenity Centers. (Assist residents during their visit to the Amenity Centers, answer questions regarding the facilities, give a tour of the facilities and conduct orientation, prepare rental agreement, reservation schedule) 
• 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

KEY COMPETENCIES:

1. Excellent communication skills: Ability to effectively communicate with both internal team members and external stakeholders, ensuring clear and concise information exchange.
2. Proficient in multitasking: Capable of managing multiple tasks simultaneously while maintaining accuracy and attention to detail.
3. Strong organizational skills: Ability to prioritize tasks, manage time efficiently, and maintain orderly records and documents.
4. Adaptability: Flexibility to adapt to changing priorities and responsibilities in a fast-paced environment while conducting a series of administrative functions to support the community. 
5. Attention to detail: Meticulous in ensuring accuracy in all tasks, from data entry to document preparation.
6. Problem-solving skills: Resourceful in resolving issues independently and proactively seeking solutions to challenges as they arise.
7. Technological proficiency: Comfortable using office software such as Microsoft Office Suite, email clients, and other relevant software applications.
8. Professional demeanor: Exhibits a courteous and professional attitude in all interactions, maintaining a positive representation of the company.
9. Efficient phone management: Proficient in answering all incoming calls by the third ring, maintaining professionalism and providing prompt assistance or redirection as necessary.
10. Customer-centric mindset: Committed to delivering exceptional customer service, striving to exceed expectations and consistently achieve high customer service ratings on a quarterly basis.

EDUCATION & EXPERIENCE:

• 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 independent 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 

PHYSICAL REQUIREMENTS:

• Constantly sit, talk, or hear; Frequently use hands.
• Manual dexterity for handling paperwork and using office equipment.
• Clear vision and hearing for reviewing documents and communicating effectively.
• Capability to lift up to 10 pounds.

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