Administrative Assistant at HOATalent

Overview: Join Gates Hudson Community Management (GHCM), where professional growth meets a positive and supportive work environment. As a leading community management firm, GHCM is dedicated to providing quality service through an experienced and knowledgeable team. Our unique policies, up-to-date financial and management reports, and emphasis on training and leadership skills set us apart in the industry.

• Core Values and Mission Statement: At GHCM, our mission is to deliver exceptional service to our clients by maintaining a skilled and professional management team. Our core values revolve around fostering a positive and collaborative work culture, encouraging innovation, and providing ongoing learning and skill development opportunities.
• Work Culture: GHCM embraces a collaborative and innovative work culture through an open-door policy, a mentoring program, and a flexible, friendly family environment. We believe in listening to our team members and promoting a positive, supportive workplace for everyone.
• Why GHCM? Consider a career at GHCM if you seek a professional, learning-centric environment. We value candidates who are eager to learn, communicate effectively, and prioritize customer service. GHCM invests in ongoing education, training, and mentoring, paying for all education costs to support career growth and advancement opportunities.
• Employee Feedback and Communication: GHCM maintains an open line of communication through regular training, meetings, and an open-door policy. We encourage employee feedback and believe in transparent and frequent communication.
• Diversity, Equity, and Inclusion: GHCM is committed to diversity, equity, and inclusion in the workplace. We foster a diverse and inclusive environment and value the contributions of every team member.
• Perks and Benefits: GHCM stands out with unique perks and benefits, such as the full coverage of manager education, including CAI. We prioritize work-life balance through flexible work arrangements, including work-from-home options and flexible hours.
• Community Involvement: While we currently support charities, GHCM is actively working to develop a more robust community involvement program to give back to our communities.
• Success Stories: Many GHCM employees have successfully advanced in their careers, with examples of receptionists reaching senior-level positions. Our commitment to professional development and training has empowered numerous success stories within our team.

If you are a professional seeking a dynamic career with opportunities for growth, learning, and a supportive work environment, GHCM welcomes you. Join us and be a part of our journey to excellence in community management.

Responsibilities:

• Administrative
  • Provide administrative and customer service support for the Manager, Board of
    Directors, and Maintenance staff as applicable.
  • Provide clerical assistance such as typing, filing, responding to emails, answering
    telephones, closing out daily reports, etc.
  • Assist the Portfolio Manager in maintaining all office files and records in accordance
    with policies and procedures.
  • Log and dispense packages to residents as applicable.
  • Maintain accurate records, logs and operating data systems, as directed by your
    supervisor.
  • Produce daily, weekly, and monthly reports as directed by your supervisor
  • Perform additional duties as assigned.
• Owner/Resident Relations
  • Maintain a positive customer service attitude.
  • Handle all calls from owners, vendors, residents, etc.
  • Ensure current contracts for all assigned properties are electronically stored.
  • Maintain owner and tenant lists (all contact information current).
  • Assist owners and/or resident with questions pertaining to Association rules &
    regulations and Bylaws (e.g. Parking permits, pool applications, move-in/out
    procedures etc.)
  • Greet all residents and prospects and direct them to appropriate individual as they
    enter the building.
  • Promote goodwill among owners, residents, coworkers, and contractors/vendors.
  • Apply policy in a fair, uniform manner to ensure consistent policy enforcement for all
    residents.
    
• Property Maintenance
  • Assist in maintaining exceptional curb appeal in and around common areas.
  • Receive and process or forward maintenance requests according to Association and
    GHCM policy.
  • Where applicable, assist the maintenance staff in maintaining all files, logs and records
    in accordance with policies and procedures.
  • Where applicable, produce daily, weekly, and monthly reports using a designated
    computer software system, as directed by the Portfolio Manager.
  • Where applicable, order and track inventory of supplies and tools for the maintenance
    staff.
  • Obtain approval from your supervisor for all items or orders of in excess of the
    dollar amount set by the Board.
  • Where applicable, process supply and labor invoices in a timely manner. Retain
    packing slips from supply orders and attach to invoice.
    
• Safety
  • Provide timely, essential feedback in emergencies and follow-up via written Incident
    or Accident Reports.
  • Promote safety and security measures in property maintenance to reduce owner liability and increase Owner/Resident/Employee protection.

Qualifications:

• A High School Diploma is required.
• 1 to 2 years’ experience in a related office position.
• Maintain full working knowledge of all Association and GHCM operating policies and
  procedures.
• Intermediate or advanced knowledge of Microsoft Office systems, including but not
  limited to Outlook, Excel and Word.
• General knowledge of Internet use and using Internet browsers, to include
  changing/creating passwords and security question answers and bookmarking web
  addresses.
• Maintain full working knowledge of the 3rd party software used by GHCM to include:
  Strongroom Payables Lockbox, Vantaca Violations and community website/web portal
  hosts.
• Maintain full working knowledge of Vantaca Access modules, printers, telephones, fax
  machine, photocopier.
  

Physical Demands and Work Environment:

• Physical Demands
  • Ability to complete general office duties.
  • Ability to hear and speak well enough to converse verbally over the phone and in-
    person (expressing or exchanging ideas by means of the spoken or written word).
  • Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.
  • Able to see well enough to use the computer effectively and read written
    communications.
  • Ability to lift, push, pull or carry up to 40 pounds for the dissemination of documents,
    supplies, materials, packages etc. to various locations throughout the office/facility.
  • May be required to climb stairs depending on the property structure.
• Work Environment
  • A professional office environment.
  • Uses standard office equipment such as computers, phones, photocopiers, filing
    cabinets and fax machines.