CMA Office Manager

Reports to the Community Association Manager. Office Manager ensures the administrative aspects of the business are running smoothly and organized. They perform administrative tasks as noted below and assist with the development and implementation of events within the community. Attending Association events outside normal business is required.

Major Tasks, Responsibilities, and Key Accountabilities

• Act as designated onsite office hours attendant during Board approved office hours

• Office hours are subject to change with Board vote

• Provide excellent customer service to residents and vendors

• Answer and field telephone calls

• Respond to routine homeowner inquiries and triage other requests

• Update homeowner contact information

• Assist in Social Media, Website, Eblast and Newsletter Communications &    Event Calendars

• Provide portal access to homeowners

• Provide amenities access to homeowners and respond to all Brivo Access    Requests

• Digital and in-clubhouse work will be expected to be completed during office hours, utilizing the hours outside of the official office hours to handle projects, offsite, or focus work.

• Clear all inquiries that pertain to role responsibilities above

• Escalate all items that you cannot handle that day to CAM or GM

Grounds, Amenities, & Facility Support 

•Conduct daily walking inspection of building and amenities with report to   CAM

• Set up building for meetings and events, as needed

• Assist in homeowner event rentals

• Tours, bookings, payments and sending out reminders

• Assist seasonal amenities employees with onsite issues

• Watch security cameras and pull footage as needed

• Receive and distribute mail

• Accept packages for HOA

• Assist in seasonal amenities tasks such as concession stand operations,      scheduling, inventory, etc.

• Assist in compliance inspections regularly

• Assist in obtaining onsite photos for vendors, RFPs, punch lists, or              violations

• Assist in making punchlists for onsite areas such as grounds, parks, or        fences

Records Management

• Maintain clubhouse and administrative office records & trackers

• Perform clerical duties (copying, scanning, preparing large mailings,          notices, and Board packet meeting material, preparing reports)

• Assist CAM, GM with uploading documentation to Vantaca

• Maintain club-related banking documentation records

• Deposits, reports

• Manage and prepare homeowner reimbursement requests for committee    and event related expenses

• Receive and submit ARC requests to committee for review

Position Qualifications

• Must be eighteen years of age or older.

• Must pass the Drug Test.

• Must pass the Background Check.

• College Education - Bachelor's Degree preferred.

• Strong Computer Skills - Proficiency in MS Word, MS Excel, MS Outlook.

• Strong interpersonal skills and organizational skills are also required

Salary: $50,000.00 to $52,000.00 DOE

Schedule: Monday - Friday, weekends and holidays may be required occasionally

Benefits:

• 401k
• Medical
• Dental
• Vision
• Paid Time Off (Vacation, Sick, Personal, Wellness, etc,)
• Benefits Plus Program

Work Location: Onsite

Environmental Job Requirements

• Office Setting, appropriate business casual attire
• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.