Community Office Assistant Position

Position Summary:

Assists community management by performing administrative duties in order to achieve occupancy/delinquency goals and meet customer expectations. Assist management in financial management and expense control and support the sales process. Jobholder may be asked to work non-traditional hours..

Technical Skills:

General Job Duties – Technical Knowledge / Expertise

Computer Literacy / Document Processing:

Transcribe, format, input, edit, retrieve, copy, and transmit text, data, and graphics in order to produce documents and presentations.

Record Keeping:

Establish or maintain a record of accounts in order to create a history of financial and customer transactions for reference.

Productivity/Equipment:

Order and verify receipt of supplies; troubleshoot or call for maintenance of equipment in order to prevent office and work disruption.

Customer Contact Records:

Document telephone conversations and/or visits in order to provide detailed information to sales team or community management.

Accounts Payable / Payroll:

Process and document records in an accurate and timely manner to facilitate the prompt payment of vendors and employees. Assist in tracking and controlling community expenses.

Company Standards/Policies:

Adhere to office, safety, and security standards and all company policies and procedures in order to ensure company objectives are met. Regulatory Requirements: Comply with Federal, State and Local regulatory requirements to avoid discriminating against customers, vendors and employees to protect the interest of the company.

Maintain Files:

Store and retrieve paper and electronic files in accordance with established procedures in order to ensure the timely access of information and records. Other duties: Assumes other activities and responsibilities from time to time as directed.

Behavioral Competencies:

Customer Service Skills

Customer/Sales Relations: Greet customers and answer calls in order to make proper connections to sales/community personnel or provide requested information to callers and visitors. Assist managers in the resident orientation process.

Customer Service: Anticipate and respond to customer needs, concerns, or questions in order to meet or exceed their expectations; help evaluate needs and options; show care and concern to demonstrate customer importance and value.

Communication / Listening / Interpersonal Skills

Trust and Respect: Able to demonstrate and treat others in an honest and straightforward manner; keep dealings with others confidential; keep word and follow through on commitments.

Integrity: Able to demonstrate consistency of words and actions; protect confidential information; practice what he/she preaches; do what is right even when no one is watching. Adaptability: Able to adjust approach when dealing with arrogant or inflexible people; adapt to changes in situation, direction, or people; adjust to needs of others without losing self.

Team Work: Able to cooperate to build consensus; assist others to achieve team goals; participate in meetings so they are productive; take on extra work to meet team objectives.

Versatility: Able to take on new or multiple roles and responsibilities and do them well; be flexible when considering options and opinions; open to new ideas and change.

Diligence: Able to persevere in accomplishing tasks or objectives; commit to long hours of work; have a sense of urgency about getting results.

Problem Solving Skills

Problem Solving: Able to exercise judgment in building realistic solutions to problems; understand the real issues behind problems; use common sense and take practical action to solve problems.

Self Control: Able to maintain a composed problem solving approach when faced with unrealistic expectations, pressing time demands, frustration, or interpersonal conflict.

Attention to Detail: Able to be thorough and complete when working with assembling, processing, or providing detailed information; track details even when under pressure

Business Experience:

Office Administration Experience:

Prior experience in an office environment desired. Experience with computer software applications, preferably Microsoft office with Word and Excel a plus. Data entry experience also a plus. The individual in the position must have a current, valid drivers license from the State where the community is located before driving a company-owned vehicle or before driving his/her own vehicle on company business. Have a cooperative attitude and ability to work well in a team environment. Must have a strong focus on customer service and keep confidentiality of resident and company information.

Bi-lingual Pref:

To meet communication requirements of bi-lingual customers.

Educational Requirements:

High School Diploma or GED with extended education a plus

Physical Requirements:

In the performance of this job, the employee will be required to sit, use hands and fingers, or feel objects or tools or controls, talk and listen to hear. The employee will occasionally be required to stand, walk and reach or lift with hands and arms. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Where possible, reasonable accommodations will be made for qualified candidates.

Reports to: Community Manager
Status: Non-Exempt
Housing: On-site residence generally not required

Community Office Assistant - Job Description