909-Damage Restoration - 2035-909 Operations Specialist

Village Management Services, Inc.'s mission is to serve the residents of Laguna Woods Village with the highest level of customer service and professionalism, making Laguna Woods Village the premier active-adult community in Southern California.  We value integrity, quality, dedication and open communication in a rewarding and challenging environment.

JOB SUMMARY:

Under general supervision, assists with coordination of in-house services and services provided by vendors and contractors, schedules appointments, gives information to callers, prepares written communications, reviews reports, maintains data and records files and otherwise relieves supervisor of clerical work and minor administrative and business detail; and performs related work as required. Work involves regular contact with other divisions, departments, residents, vendors, contractors and the public.

ESSENTIAL FUNCTIONS:

• Coordinates and schedules appointments for Operations Supervisors and/or Coordinators.
• Assists with the coordinating, scheduling, and tracking of union personnel, inspector and contractor work activities.
• Processes work orders for outside contractor work.
• Maintains records of inspection findings, work orders, and contractor work completions.
• Reviews, codes and compiles vendor/contractor invoices for approval by supervisor/manager.
• Visits sites within the Community to observe and report on property conditions.
• Takes notes and transcribes into letters, reports, memorandums, and other material.
• Composes and types form letters of a standardized nature for review by a superior.
• Assists in the preparation and distribution of agendas and supporting materials for department staff and safety meetings.
• Drives a vehicle to meetings, workshops, and other job related responsibilities.

DESIRABLE QUALIFICATIONS:

Graduation from high school supplemented by courses in business. Experience in dealing with the public in a business environment, keyboarding and clerical work or any equivalent combination of education and experience which produces the following:

• Knowledge of PC and applicable software programs.
• Knowledge of modern office equipment, practices, systems and procedures.
• Knowledge of secretarial practices and procedures.
• Knowledge of basic maintenance and construction practices and procedures.
• Ability to handle multiple tasks during the work day.
• Ability to communicate effectively with various levels of management and the public.
• Ability to prepare routine reports and answer questions from records.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to type 55 words per minute.
• Ability to take notes and transcribe rapidly and accurately.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to pass respiratory pulmonary function test.
• Ability to pass qualitative and/or quantitative respirator fit test.

SPECIAL REQUIREMENTS:

• Possession of a valid California Driver’s License.

VMS is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business need.