Office Manager, Terra West Management Services

Description

Company Culture & Core Values:

Terra West Management Services’ primary goal is to provide excellent service to both internal and external clients by living through our Core Values. Our culture and business thrive when each team member works positively, cooperatively and respectfully with every person we come in contact with. In addition to performing the essential functions of the position, our ideal candidate would contribute to the cultural health and overall success of the company by identifying with and promoting our Core Values.

Essential Functions:

· Receive and respond to all homeowner calls within 24 hours

· Hire, Train, and onboard Rec. Center and HOA Team Members

· Oversee and ensure the daily operations of the Recreation Center and HOA Office Team Members maintain policy & procedures and that they are being abided to

· Oversee that overnight pass spreadsheet is being maintained by HOA Front Desk Team Members

· Create scheduling for the Recreation Center Team Members

· Counsel employees struggling in their roles and that are not abiding to policies and procedures

· Monitor and order office supplies and equipment as needed

· Monitor office equipment and calling for maintenance when required (copy, postage, and office equipment)

· Reporting office progress to General Manager and working with management to improve office operations and procedures

· Create an Agenda and Host Weekly Team Meetings

· Maintain and input Transponders into Shared Drive Spreadsheet and provide accounting with updates

· Maintain and input Association Leases into Shared Drive and move to expired when lease ends

· Confirm Rec. Center Team Members are Activating and Deactivating Rec. Center Membership Cards

· Work and communicate with insurance companies on property damage claims.

· File all Security Incident Reports into Master File

· Provide the Administrative Coordinator with a list of expiring leases and transponders to be mailed on a monthly basis

· Assist General Manager with Annual Election and Annual Meeting

· Attend meetings as requested by General Manager

· Other duties as assigned and required

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to

perform the essential duties and responsibilities of this position:

· Maintain confidentiality and exercise good judgment

· Ability to deal tactfully and professionally with people in a variety of circumstances

· Maintain a professional appearance and attitude, including grooming and personal hygiene, at all times. Staff interaction with residents, guests and visitors will be in a professional and courteous manner at all times

· Strong written and verbal communication skills to produce reports, assign tasks, and accept instructions

· Leadership ability to manage challenges and oversee employees

· Attention to detail to ensure tasks are completed thoroughly and correctly

· Ability to understand, interpret the Association’s governing documents, policies, and procedures

· Must have the ability to establish and maintain a productive working relationship with residents, co­workers, supervisors, and business partners

Requirements

Minimum Qualifications:

· Graduation from high school or equivalent

· Two years of experience in the field of customer service, recreation, fitness, or related field

· Supervisory skills with managing team members

· Computer proficiency in Word, Excel, Outlook, and PowerPoint

· Working knowledge of business machines, office equipment, and record-keeping

· Strong organizational and prioritizing skills

· Attention to detail and accuracy

Preferred Qualifications:

· Working knowledge of Docuware and C3 Software

· Working knowledge of QuickPass gate access software

· Working knowledge of uManage compliance software

· ActiveNet Software experience a plus

· Experience working in a large-scale membership facility

Special Requirements:

· May be required to work outside under adverse weather conditions

· Ability to lift 50 lbs.

ADA Requirements:

· Ability to sit or stand for extended periods

· See and read small print, both on paper and a computer screen, quickly and accurately

· Ability to hear a human voice over the telephone and from 6 feet away

· Ability to move quickly and assist others in an emergency

· Ability to obtain AED/CPR/First Aid Certification

Salary : $50,090