Join our Team! Leland Management is seeking a full-time Administrative Assistant in the Clermont area with excellent customer service skills and a magnetic personality. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 11 consecutive years, including winning first place in our category for 2022! The position is full-time with GREAT benefits.

Heritage Hills is a residential community. Residents are involved in social, recreational and educational opportunities and are constantly exploring ways to enrich their lives.

Summary of Functions

The Administrative Assistant is responsible for providing clerical/administrative support to the Association and helps to maintain an efficient office environment. Projects a professional/positive image through in-person and telephone interaction. Has the ability to be sensitive to the interrelationships of the residents and staff and functions within the Association to assure discreet handling of all business.

Major Duties and Responsibilities

• Greets residents/visitors
• Answers phones, routes calls, and takes/distributes accurate and timely messages.
• Composes (when required), types, and word processes documents as needed.
• Assists ACC Committee as needed. Prepares Meeting packets for review/ approvals.
• Activities Director for social events, to include employee presence at scheduled events.
• Routinely inspects homesites for compliance. Notify owners of non-compliance and steps required to avoid further action. Weekly reports to be submitted to Community Manager.
• Monitors and updates community bulletin boards and forms display.
• Receives, sorts, and distributes incoming mail. Prepares outgoing mail for distribution.
• Document faxing, scanning, and copying.
• Maintains office filing and storage systems.
• Maintains and updates resident databases (resident lists, contacts, homeowner information, etc.).
• Maintains an adequate stock of office supplies.
• Ensures small office equipment is properly maintained and serviced.
• Ensures office areas are clean, free from clutter, and reflect a professional appearance.
• Conducts and completes daily work on computer. This includes, but is not limited to, e-mail traffic, electronic calendar, and other software programs.
• Conducts new owner orientation, which includes processing amenity cards, and vehicle decals.
• Assists residents with new amenity cards, vehicle decals, new lease, etc., as needed.
• In coordination with the Community Association Manager (CAM), responsible for generating and monitoring work orders through completion. This may include but is not limited to direct communication with maintenance staff and/or vendor.
• Other office duties as assigned by the manager or Association.

Supervision

Reports directly to the Community Association Manager (CAM).

Skills

• Proficient in the English language, both oral and written.
• Excellent people and communication skills, with emphasis on telephone protocol.
• Internet skills, including use of e-mail system, group messaging, and information gathering.
• Proficient in MS office applications (e.g., Microsoft Word/Word Starter, Excel, Power Point, and database management).
• Self-starter, self-motivated, flexible, organized, and able to prioritize. Able to work with minimal supervision.

*** This is not necessarily a comprehensive or all-encompassing list of all requirements, duties, and skills associated with this position. While this list is proposed to be a precise indication of the current position, management reserves the right to revise the job or to require that other special tasks be performed when the situation arises (i.e., changes in personnel, emergencies, workload, rush jobs, or technological developments). ***