Job Description
Position Summary
Responsible for maintaining maintenance records and supporting the implementation of administrative procedures in line with company policies. Handles scheduling, information requests, and routine administrative tasks to support managers and streamline office operations.
Key Relationships
Works closely with internal staff, residents, and external vendors to ensure smooth coordination of maintenance and administrative activities.
Primary Responsibilities
Screens calls and correspondence, providing appropriate responses to reduce interruptions for management.
Opens, reviews, and routes incoming mail; manages calendars and schedules meetings for maintenance managers.
Compiles and prepares operational reports, including employee attendance, terminations, new hires, and performance statistics.
Coordinates the scheduling of maintenance staff and organizes office workflows, procedures, and clerical functions.
Prepares and maintains documentation such as asset inventories and schedules for community services including painting and roofing.
Supports the development of the annual budget by gathering and organizing relevant data.
Tracks purchase activities and ensures accurate documentation of transactions, receipts, and invoices in alignment with accounting protocols.
Assists with special assignments and projects as directed by management.
Supports the training and oversight of service department clerks and performs front-desk resident service duties as needed.
Ensures compliance with relevant state and local regulations in all association matters.
Proficient in Microsoft Office and association-specific software platforms.
Performs other duties as required to support the operations of the association.
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