Job details

Administrative Assistant

Greenbrier at Oceanaire, one of new Jerseys Premiere Active Adult Communities, is in need of a part time Administrative Assistant.

we are looking for someone who can work 25 hours per week at $23.00 per hour

Administrative Assistant

The Administrator Assistant plays a critical role in the management and operation of the community's day-to-day affairs. Responsibilities span multiple areas, including resident services, vendor relations, compliance, and administrative tasks. Below is a summary of key duties:

Resident and Community Services:

Daily Resident Inquiries: Respond to resident questions and requests, providing information about the community, its rules, and regulations.
Architectural Review Committee (ARC) Process:

Assist residents with submitting ARC applications and ensure all paperwork is processed.
Attend ARC meetings to clarify decisions on approvals or denials.
Track and log ARC applications and ensure all contractors have up-to-date Certificates of Insurance.
Coordinate communication of ARC approvals and denials, including letters and documentation.

Golf Services:

Handle golf membership inquiries, including logging memberships, verifying handicaps, and processing refunds or upgrades.
Maintain and monitor golf membership lists and submit updates to the Finance Committee Chair.

Vendor and Contract Management:

Vendor Relationships: Assist the manager in maintaining positive relationships with vendors, including landscapers and contractors, ensuring smooth day-to-day operations.
RV/Boat Lot Management: Control rentals for the community's RV/boat lot, ensuring that all registrations, insurance, and renewals are up-to-date.

Compliance and Document Management:

Rules and Regulations: Ensure compliance with the Association’s Rules and Regulations, including managing violation notices and ensuring resolution.
Census Data: Maintain census data for the 55+ community in compliance with federal laws.
Insurance: Send requests for updated insurance information and verify compliance from contractors.

Administrative and Financial Duties:

Board and Committee Support:

Create and maintain lists of board meetings, workshops, and committee members.
Assist in tracking financial documents, such as the closed homes report and General Ledger (GL) accounts.

Check Requests and Payments: Process check requests for Board and committee members and handle monthly Pro Shop payments.
Communication: Create flyers and announcements for distribution within the community.

Office and Resource Management:

Office Supplies: Order and manage office supplies, including postage and mailing materials. Order monthly library books.
Equipment Monitoring: Monitor usage of office equipment, including the postage meter and copier.
Snow Priority List and Streetlight Outages: Maintain and verify snow priority lists and submit monthly reports on streetlight outages to the utility company.

Other Duties:

Welcome Letters: Send welcome letters to new homeowners and ensure their access to the community website is set up.
Block Party Coordination: Coordinate block party requests, ensuring necessary forms are submitted and police and cones are arranged.

This Administrative Assistant role involves a combination of customer service, administrative oversight, and operational coordination to ensure the smooth functioning of the community's daily activities.

Average salary estimate

$29900 / YEARLY (est.)

min

max

$29900K

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What You Should Know About Administrative Assistant, Taylor Management

If you’re considering a position as an Administrative Assistant with Greenbrier at Oceanaire, you're in for a treat! Known as one of New Jersey's premier active adult communities, Greenbrier is seeking a part-time Administrative Assistant to join their fantastic team. Working 25 hours a week at a rate of $23.00 per hour, this role is vital to the smooth running of the community’s daily tasks. You will be the go-to person for resident services, vendor management, compliance, and various administrative duties. Thousands of residents count on you to respond to inquiries, process architectural review applications, manage golf memberships, and keep things running smoothly with the vendors who help maintain the community. You'll be instrumental in ensuring that all compliance documents are up to date, and that communication flows seamlessly among residents and the board. This position isn’t just about paperwork; it's about connecting with people and enhancing their community experience. Every day will present new challenges, from coordinating block party requests to sending out welcome letters to new homeowners. With a friendly attitude and a knack for organization, you’ll help create an environment where everyone can enjoy their time at Greenbrier. If you're looking to make a meaningful impact and thrive in a vibrant setting, this is the job for you!

Frequently Asked Questions (FAQs) for Administrative Assistant Role at Taylor Management

What are the responsibilities of an Administrative Assistant at Greenbrier at Oceanaire?

As an Administrative Assistant at Greenbrier at Oceanaire, your key responsibilities will include responding to resident inquiries, managing architectural review applications, overseeing vendor relationships, and ensuring compliance with community regulations. Additionally, you'll handle tasks like processing golf memberships and maintaining important community documents.