Office Administrator

MOUNTAIN LAKE; Lake Wales (FL); On-site; USD 32,000 - 43,000; Full time

Job summary

Mountain Lake Community seeks a Front Desk Office Administrator to join the corporate office in Lake Wales, FL. The role handles receptionist duties, supports Accounting, Residential Services and Human Resources with basic office operations, and ensures smooth daily flow.

Responsibilities include managing mail, deposits, coordinating mail to members, tracking postage, assisting with month-end close support, and coordinating office events.

Responsibilities

• Reception duties: answer and transfer calls promptly to the correct department/leader and greet all visitors to the corporate office.
• Open and distribute all corporation mail daily.
• Prepare daily bank deposits and/or process electronically.
• Forward mail for Members and residents when not in residence.
• Secretarial/administrative work and special projects for Corporation and Members.
• Maintain monthly postage report for Accounting Department.
• Assist Residential Services for member service requests, billing members, and updating inventory.
• Maintain office supplies by checking inventory and ordering needed items.
• Coordinate Corporate office events such as birthdays and office lunches.
• Postage – forwarding mail to members on the last Monday of each month.
• Postage machine refill/updates/maintenance.
• Deposit checks for Historic Colony House: review docs, copy checks, update worksheets, create deposit slips, and coordinate bank deposit.
• Administrative duties for Mountain Lake Community as needed.
• Provide support to Accounting during month-end close as needed.
• Assist the Director of Human Resources with general HR support.

Job description

SUMMARYThe Front Desk Office Administrator works in the corporate office to support staff with administrative tasks and responsibilities. This position acts as an office receptionist handling a variety of entry level office duties while assisting the Accounting Team, Residential Services and Human Resources through various basic operations.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.Reception duties, answering and transferring phone calls promptly and correctly to the correct department/leader, and greeting all visitors to the corporate office.Open and distribute all corporation mail daily.Prepare daily bank deposit and/or process electronically.Forwarding mail for Members and residents when not in residence.Secretarial/administrative work and special projects for Corporation and Members.Maintain monthly postage report for Accounting Department.Assist Residential Services for member service request, billing members, and updating inventory.Maintain office supplies by checking inventory and ordering needed items.Coordinate Corporate office events such as birthdays and office lunchesPost Postage – forwarding mail to members (the last Monday of each month)Postage Machine refill/updates/maintainDeposit checks for Historic Colony House – review documentation submitted by HCH Admin, copy checks, update HCH donation worksheet, create deposit slip, have security or Assistant Controller take the deposit to the bankMountain Lake Community-Administrative duties as neededProvide Support to Accounting department during the month end close process, as needed.Assist The Director of Human Resources with General HR support.OTHER RESPONSIBILITIESPerforms other work-related duties and special projects as assigned.SUPERVISORY RESPONSIBILITIESThis job has no supervisory responsibilities.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.