Administrative Assistant

Berman; Orlando, Gainesville (FL, FL); On-site; USD 45,000 - 50,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to join their dynamic team at a healthcare facility. This role involves providing exceptional support to the Amenity Manager and ensuring smooth operations at the Oakmont Clubhouse. You will engage with residents, vendors, and board members, managing requests and events while maintaining high standards of professionalism. If you thrive in a fast-paced environment and have a passion for customer service, this opportunity offers a rewarding experience in a collaborative atmosphere where your contributions will enhance community life and resident satisfaction.

Qualifications

• Strong interpersonal skills and customer service experience are essential.
• Ability to manage multiple tasks and work independently or in a team.

Responsibilities

• Manage day-to-day assignments and resident requests efficiently.
• Act as a backup to the Amenity Manager and maintain communication.

Skills

Interpersonal Communication

Problem-Solving

Customer Service

Teamwork

Time Management

Education

High School Diploma

Associate's Degree in Business Administration

Tools

Microsoft Office Suite

Property Management Software

Job description

Job Title: 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 backup.

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 well 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 district's governing documents and amenity rules and policy.
• Maintain and safely 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 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 and procedures with a view to recommend and implement process improvements.
• Act as backup to the Amenity Manager when he or she is out of the office.
• Keep the Amenity Manager and property managers apprised on urgent matters and 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 a timely and efficient manner.
• Escalate and document problems and incidents to both the Amenity and District Managers immediately after the situation is under control, no later than the same day.
• Provide ongoing communication with residents, keeping them apprised of activities, events, and issues that impact the community or residents' use of the amenities.
• Track, document, and report on vendor performance.
• Perform monthly audits on landscaping care in all common areas throughout the community.
• Assist the Amenity Manager in developing and implementing lifestyle programs that reflect the varied interests of the residents and provide 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 blasts.
• 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, reporting 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 boards and creating/managing budgets.