Administrative Assistant

Position: Full-time for a healthcare facility

Compensation Range: $45,000 – $50,000

Job Summary

The Administrative Assistant will work onsite at the Oakmont Clubhouse, reports to and works closely with the Amenity manager. In instances where the Amenity Manager is out of the office acts as his/her back up.

The position requires the ability to manage day-to-day assignments, projects, resident requests, issues, activities and events. Strong interpersonal communication and writing skills as was as proficiency in customer service are essential in this position. As an administrative Assistant you will work closely with residents and their families, vendors, contractors, property managers and board members on a routine basis.

Position Responsibilities

• Adhere to the highest standards of performance.
• Ensure adherence to the districts governing Documents and Amenity rules and policy.
• Maintain and safe-store documents per employer standards.
• Possess the ability to work independently or as part of a team.
• Organize time effectively and balance competing work demands in a self-sufficient manner.
• Demonstrate the ability to logically analyze situations, problems and requests in order to ensure they are corrected in a timely manner and where appropriate recommendations are made to ensure they do not recur.
• Continually assess operational processes, procedures, etc. with a view to recommend and implement process improvements.
• When called upon Act as back up to the Amenity Manager when he or she is out of the office
• Keep the Amenity manager and property managers apprised on urgent matters as well routinely provide status updates on issues and projects assigned.
• Interact with residents, guests and potential homeowners in a professional, polite and welcoming manner.
• Establish and maintain good relationships and communicate effectively with residents and their families.
• Respond to resident requests in timely and efficient manner
• Escalate and document problems and or incidents to both the Amenity and District managers immediately after the situation is under control, no later than same day.
• Provide for ongoing communication with residents keeping them apprised on activities, events and Issues that have an impact on the community or residents use of the Amenities.
• Track, document and report on vendor performance.
• Perform monthly audit on Landscaping care in all common areas throughout the community.
• Assist Amenity manager in developing and implementing Lifestyle programs that reflect the varied interest of the residents and provides enriching social opportunities.
• Learn and manage varied systems within the Amenity center including, Security, Access control, Audio and Visual technology and Berman Property management systems.
• Provide website content updates and produce weekly email blast.
• Update and maintain an online event calendar
• Oversee private event reservations and club activity schedules
• Facilitate a walkthrough with members who reserve clubhouse facilities.
• Inspect the facility space after each event and rental, report any issues or damage to both the Amenity manager and District manager.
• Conduct tours of Oakmont’s Clubhouse and Amenities to potential homeowners.
• Additional duties as assigned by the Amenity Manager

Key Skills and Qualifications:

• Excellent interpersonal and communication skills.
• Ability to remain calm and professional under pressure.
• Strong problem-solving skills and the ability to make sound judgments.
• Ability to work independently and as part of a team.
• Customer service experience, preferably in a related field.
• Ability to understand and enforce community rules and regulations.
• Computer proficiency.
• Experience working with board and creating/managing budgets