Senior Community Association Coordinator

Senior Community Association Coordinator

Job Summary/Overview

The Senior Community Association Coordinator provides support for the General and Assistant General Managers. This position has mixed responsibilities which relate to both general office administration and assisting with the management of properties on behalf of condominium owners.

Essential Duties and responsibilities

The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assists and support the General and Assistant General Managers with a wide variety of administrative and clerical tasks including researching and organizing information, proofreading, fulfilling information requests, preparing documents using Microsoft Office Word, Excel, and PowerPoint, photocopying, filing, and processing Association and Management Company correspondence.
• Generates initial response to resident letters, forwards to General Manager for approval, files copy in Association records, scans copy to electronic file, prepares and mails correspondence following proper protocol.
• Performs varied, complex, and confidential administrative duties requiring a thorough knowledge of policies, procedures, and precedents.
• Prepares daily, weekly, and monthly reports as assigned.
• Responsible for generating and posting Association notices following statute requirements.
• Responsible for taking meeting minutes.
• Assist with Association and Management Company matters, as necessary.
• Operates in compliance with Association specific policies and procedures.
• Ensures official records of the Association are maintained in accordance with Florida Statues. Maintains electronic version of all Association records in addition to filed copies.
• Ensures Association records are destroyed after the required retention period as outlined in Florida statutes or as communicated by Association legal counsel. Monitor and maintain association files, documents, and records.
• Create and maintain database and spreadsheet files.
• Manages insurance, license and certification renewals plus annual report filings.
• Track and follow-up with unoccupied units.
• Possess an extremely high sense of urgency to meet/exceed established expectations and deadlines.
• Display integrity, loyalty, confidentiality, and professionalism at all times
• Must be a team player and contribute overall to the company to promote an enjoyable, productive, and safe work environment.

In addition to the responsibilities described above, the role may include such other responsibilities and duties as assigned from time to time, based upon the company’s needs or requirements.

• Performs other duties, as necessary.
• Responsible for compliance with company policies and directives.
• Professional manner, discretion, and appearance are expected.
• Reports any incident or accident immediately to their supervisor. Inform them of any issues.
• Punctuality and Attendance are significant job reliabilities.
• Maintain clean and orderly work environment.

Supervisory Responsibilities: None

Technical Responsibilities: None

Working conditions

The working conditions described are typical of those an employee encounters while performing the essential functions of the job. Typical assignments may require working outside from time to time following up with inspection services and may require inspection of foreclosed units. Constantly communicates and receives verbal communication. Lifting, carrying, and pushing  up to 15 lbs., occasionally up to 30 lbs. Uses hands and arms to reach for, grasp, and manipulate objects.

Physical requirements

 While performing the duties of this job, the individual will be required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and taste or smell; will regularly be required to sit, stand, walk, and to lift up to thirty pounds; and will frequently be required to sit use hands to finger, handle, or feel, taste or smell.  Vision requirements are close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

Hazardous Exposure Category

III.         Involves no exposure to blood, body fluids, or tissues, although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids.

Organizational Relationships

Reports to: Assistant General Manager. Working closely with all departments.

Direct Reports: None

Qualifications

Qualifications (Education, Experience, Technical Skills)

• High School diploma, GED, 5 years experience in an administrative position or an equivalent combination of education and experience. Previous experience working with legal documents and compliance deadlines preferred.
• Five years of previous administrative experience, preferably in residential community management or property management setting. Requires strong verbal and written communication skills. Self-initiator with the ability to problem solve. Also requires the ability to maintain an approachable, friendly demeanor, and work with priorities and demands.
• Strong detailed and analytical skills with ability to analyze complex documents and identify solutions.
• Proficient communication, listening, writing, and editing skills.
• Excellent telephone etiquette and have the ability to deescalate a situation.
• Must be organized and task oriented. Team-oriented environment with multiple deadlines and adapt readily to changing priorities.
• Ability to communicate and handle high level of confidential information.
• Requires excellent people skills and the ability to build and maintain positive, supportive working relationships.
• Ability to multi-task and prioritize effectively, flexibly, and responsively with the ability to work with diverse work styles.
• Must be able to work a flexible schedule.
• Proficient in Microsoft Office Suite Word, Excel, Power Point, and Outlook.

Certifications or Licenses

Must have a valid Florida driver’s license with acceptable driving experience.