Administrative Assistant

Full-Time

The Administrative Assistant supports the Polo Run Community Association Manger (CAM) in the day-to-day operations of the Polo Run Homeowners’ Association with the highest standards of integrity and professionalism. Provides exception support/customer service to Polo Run residents, reflecting ICON Management’s commitment to delivering genuine, compassionate care to residents, based upon the best practices within the property management industry.

Hours: Part-Time Monday through Friday 9:00 AM TO 2:00 PM

Pay Rate: $18.00 per hour

• Answers incoming calls, takes and delivers messages.
• Provides community orientation to new residents on facilities, policies, and privileges. Assists residents with questions, policies, concerns or complaints in a timely, professional manner.
• Maintains accurate and complete residential records, including lease agreements, security access windshield stickers/fobs, and registration of vehicles/golf carts. Submits updated information on issued windshield stickers/fobs to HOA security vendor and assists residents with problems related to windshield stickers/fobs.
• Provides support to the CAM with receiving/opening/routing mail, managing general correspondence and assembling packages.
• Performs general office work, as assigned by the CAM, utilizing the HOA website and standard Microsoft office programs, including filing, copying and scanning documents.
• Generate and update community information including, calendar, newsletters, website, emails, and flyers for residents and guests.
• Maintains accurate and comprehensive records of HOA documents/records.
• Manages the HOA office, maintaining office appearance, organizing and maintaining office filing system, restocking/producing flyers, important community documents, etc.
• Maintains a well-organized storage room, ensuring adequate supply inventory levels.
• Uploads Community documents to the HOA website and to HOA Archives, such as Annual Meeting votes/sign-in/proxies, community legal documents, etc.
• Delivers and promotes prompt, courteous, and outgoing friendly service to all residents, guests, and fellow employees in a manner that promotes ICONic values.
• Practice and adhere to the Guiding Principles of the company and respond to all calls/emails within 24 hours of receipt.
• Assists the CAM with all aspects of office management and special projects, as assigned.

• High School Diploma (or equivalent); Associate's Degree preferred.
• Ability to effectively and independently use Microsoft Outlook, Excel, and Word. Knowledge of CINC/WebAxis Systems a plus. Willing to learn ICON company processes and procedures, and learn/use proprietary software.

• Adaptable and dependable with a solid attendance record.
• Excellent written and verbal communication skills. Ability to compose letters, facilitate phone calls, respond to general inquiries sensibly and to maintain a professional and respectful demeanor with coworkers, residents and guests.
• Ability to work independently with little or no supervision, with excellent multi-tasking skills and an ability to manage workflow amid shifting priorities. Ability to meet deadlines and address time-sensitive issues.
• Ability to manage difficult/challenging situations in a respectful manner, recognizing the importance of tact and discretion, maintaining confidential information appropriately.
• Ability to provide high-level customer service with astute attention to detail, organization, and time management.