Greets and assists Association visitors at the front office. Answers incoming telephone calls receives and transmits electronic messages. Provides administrative support to staff Board members Committee members and others as directed by the Community Manager and or Covenants Finance Coordinator including but not limited to typing and the preparation of reports and printing copying reports spreadsheets. Maintains property owner listings property files and implements owner and address changes on a continuous basis (Jenark AssociationVoice and Capsure). Scan necessary information into unit owner folder and Jenark. As needed (when an owner inside the gate moves in or documentation is received from closing attorney). Will then distribute paperwork to Covenants Finance Coordinator to charge credit accounts as necessary and process checks.Receives and distributes incoming mail ensures timeliness of outgoing mailings. Emails legal docs (notice of lien notice of sale bankruptcy updates) to CollectionsPrepares owner welcome packets and distributes information to property owners including newsletters and other Community Association information. Needs to be updated on regular basis with new information regarding employee changes updates to website etc.Provides a checks and balance of receivables including decal revenue commercial vehicle fees and other income with the Covenant Financial Coordinator. Manages Decal Income Spreadsheet Covenant Financial Coordinator will reconcile account and prepare deposit.Receives and handles community-related complaints and inquires. Purchases supplies as directed by management including ordering copier supplies. Coordinates repairs and service to office equipment and utility providers. Issues automobile barcodes for commercial vehicles non-owners and owners. Enter vehicle information and activate barcodes. Inputs owner guest vendor and contractor data into the computer system. Receives payments for assessments decals access devices and issues receipts. Assist Owners with gate software operating system and website login and passwords. Maintain POA website under the direction of the Community Manager and Covenant Financial Coordinator. Updating home page with recent information due dates updates important notices etc. Use message board as well.Post tentative agenda the Monday before Board meetings (on calendar as well)Post minutes the day they are signedPost financial report delinquency report manager s report after second Board MeetingPost alerts surrounding payment due dates. Use message board as wellCreate and Distribute quarterly newsletter in timely manner Send email to advertisers article writers (BOD Allied Universal Athletic Club)Complete newsletter and send to Community Manager for review.Mass email to owners the first business day of January April July and October. Please respond with resume.
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