Position Summary

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

Essential Job Functions 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. Qualifications 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.