Office Administrator

Overview

We are seeking a dynamic and highly organized Office Administrator to join our team and ensure the smooth operation of our office environment. This vital role involves managing administrative tasks, supporting daily office functions, and providing exceptional customer service to clients and visitors alike. The ideal candidate will bring a proactive attitude, excellent communication skills, and a passion for creating an efficient and welcoming workplace. This paid position offers an exciting opportunity to develop your administrative expertise in a fast-paced, collaborative setting.

Responsibilities

• Respond to homeowner and resident requests and provide information with different Assembly services.
• Provide new homeowner orientation including key fob set up and programming, contact information, website setup, and route people to the appropriate City of Rockville department regarding street permit parking.
• Setup and prepare for monthly Board of Directors meetings and attend Board and committee meetings when needed/requested.
• Maintain and file Assembly files including resident, invoices, and documents such as individual owner documents such as leases, rental licenses, applications, formal correspondence from Management or committees, etc. (paper and electronic).
• Responsible for the distribution of parking permits for lots maintained by the Assembly.
• Sort mail, prepare and track invoices for processing, track and verify maintain record of payments via credit card. Prepare check requests as needed.
• Maintain rental forms and schedules; make community room reservations for community-sponsored, committee, and private events, and perform inspections of community room.
• Coordinate and schedule maintenance and repairs of community facilities with vendors as requested.
• Assist in writing, typing and photocopying documents and other materials.
• Assist Assistant Manager with the design review application process; advise residents of completeness of application (or additional information needed to make application complete), submit completed applications to Community Architect, prepare and send transmittal packages to Architectural Design Trust members; once ADT has made a ruling, contact residents to notify them of the outcome in writing and verbally.
• Assist Covenants Specialist with follow-up of inspections, violation notices, and hearings as needed which may include preparation and mailing/emailing covenant violation notices.
• Assist in website updates, management email distribution, and other social media updates.
• Maintain association calendar and interact with committees and affiliate organizations relating to the use of the association facilities.
• Perform other administrative and miscellaneous duties as assigned.

Requirements (Must Pssess)

• Superior interpersonal skills
• Superior organizational skills
• Clear and professional telephone manner
• Proficiency operating PC, printer, fax, copier, and multi-line phone
• Strong time management and organizational skills (paper and electronic)
• Ability to read, learn, and interpret information to explain to residents.
• Ability to learn and retain information and skills quickly and apply the information and skills to the position
• Experience and ability to handle and prioritize tasks
• Strong writing skills including proof-reading and editing
• Ability work independently and adapt to changing priorities
• Proficient in Microsoft Office Suite
• Comfort and ability to learn information and software programs quickly

Join us as an Office Administrator to play a key role in fostering an efficient workplace while supporting our team’s success. Your organizational talent and proactive approach will help create a positive environment where everyone can thrive!

Pay: $24.50 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person