Summary: The Property Administrator performs a variety of duties related to a broad range of clerical and administrative tasks, performs requisite in-house duties to support timely updates for accounting, establishes and maintains files, demonstrates proficiency with office equipment and software, maintains current updates of membership database information and address changes, exercises judgment and discretion as liaison between the Community Manager and members, and prepares special reports as requested. In the absence of the Community Manager, the Property Administrator will report to the Assistant Community Association Manager.
Essential Duties and Responsibilities:
• Assists the Community General Manager and the Assistant Community Manager in day-to-day management duties.
• Routinely attends monthly Board meetings and/or Committee meetings to remain informed on issues to obtain first-hand knowledge of the opinions and policy decisions established by each Association Board.
• Carries out decisions and actions of the Community Manager and Board of Directors.
• Effectively handles escalated and specialized calls in lieu of the Community Manager and/or the Assistant Community Manager.
• Assists Community Manager in preparing for meetings and attend meetings, as needed.
• Provide on-site presence with Board members, vendors, and property owners.
• Prepare mailing information for management review, i.e., newsletters, notices, ballots, etc.
• Responsible for the maintenance and accuracy of internal system databases in tandem with the Community Manager and/or the Assistant Community Manager.
• Orders office supplies, printer cartridges and any other items requested by Management; maintain sufficient quantities of needed items.
• Assist in preparation and setup of annual meetings. Help Management with property owner registration, ensuring that owners are eligible to vote at annual meeting if applicable.
• First point of contact for all Homeowner communication.
• Conduct all new homeowner orientations.
• Maintains Gate system and audit gate system annually.
• Accurate and timely completion of Action Items.
• Understanding of Community Financials
• Accurate and Timely Invoices and Coding
• Demonstrate excellent organizational skills with the ability to prioritize and work effectively on multiple tasks in a fast-paced, demanding environment
• Demonstrated ability to make decisions, lead people and manage resources
Focused on communication and interaction with various personalities and on problem solving.
• Be dependable/reliable and follow through on commitments, producing timely work, and pitching in to get the job completed
• Be attentive to detail and monitoring adherence to Association standards
• Great customer service and organizational aptitude
• This position operates in a professional office setting and requires usage of office equipment.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• This position is largely sedentary and may require constant sitting with occasional standing/walking.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Knowledge, Skills, Abilities, and Other Qualifications:
• Must possess personal values that are in alignment with those of the company: Excellence, Partnership, Professionalism, Integrity, and Life Balance.
• Knowledge of rules and regulations of assigned community
• Skill in attention to detail
• Skill in organization and analytics
• Skill in delivering excellent customer service
• Ability to effectively communicate both verbally and in writing
• Ability to work in a fast paced environment
• Ability to prioritize and handle multiple assignments
• Ability to utilize different computer software
• Ability to perform duties with limited supervision
Education and Experience:
• High School diploma or equivalent
• Associate's degree or equivalent from two-year college preferred
• Minimum two years related experience preferred
Regular full time Hammersmith® employees are offered a full range of benefits including Medical, Dental, Vision, Disability Insurance, HSA and FSA participation, comprehensive 401(k) plan, sick time, vacation time, and much more! Regular part time Hammersmith® employees also receive benefits including prorated sick time and holiday pay, as well as participation in our 401(K) plan! All regular employees are encouraged to take 1 paid day off per year, as part of our Philanthropic Day of Service.