Building Coordinator

Description

Join our Team! Leland Management is seeking a Building Coordinator for one of our communities in the Jacksonville, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is part-time with competitive pay.

General Summary

This individual reports to the Board of Directors and Community Association Manager and is responsible for providing clerical/administrative support to the association office; helps maintain an efficient office environment. Project a professional/positive image through in-person and phone interaction with the ability to be sensitive to the interrelationships of the people and functions within the Association to assure discreet handing of all business.

Primary Responsibilities/Essential Job Functions

• Help manage vendors
• Answer phones, route calls, take and distribute accurate messages
• Greet residents/visitors
• Maintains courteous communications and follow-up correspondence with residents, applicants, prospects, and vendors.
• Type and word process documents as needed: Newsletters, email blasts and/or flyers
• Provide new vehicle parking decals
• Identify any maintenance issues and create work order requests and send to vendor. Complete follow up on all outstanding work orders from start to finish
• Monitor/update bulletin boards and forms display, in addition to posting meeting signs (72 hours in advance of meetings): ARB, Board, Annual, or Special meetings. Collect and remove all posted signs and notifications within 24 hours of meeting.
• Receive, sort and distribute incoming mail
• Prepare outgoing mail for distribution
• Faxing, scanning and copying of documents
• Maintain office filing and storage systems
• Update and maintain databases such as resident lists, contact lists and homeowner information
• Monitor and maintain office supplies
• Monitor the common areas.
• Monitor that guests have community parking passes
• Ensure small office equipment is properly maintained and serviced
• Maintain office areas keeping them clean and free of clutter
• Conduct daily work on computer to complete tasks in email and other software programs
• Assist with the ARC application process: complete architectural inspection, notices, and detailed follow up reporting on completions and pending requests
• Maintain database for rental and purchase agreement completions
• Ensures all doors/gates are secured at the end of the shift, checking that the building is completely cleared and checking all doors before locking
• Provide oversight and inspection on special projects approved by the Board of Directors
• Compile and distribute Board Meeting Notice, agenda and packets one week prior to a scheduled meeting
• Keep files and records accurate and up to date
• Other office duties as assigned
  
  

Requirements

Requirements

• Microsoft Office (Outlook, Word and Excel)
• Excellent verbal and written communications
• Outgoing customer service skills