Administrative Assistant

Birtcher Anderson & Davis Associates, Inc. 

Job Description

SUMMARY

Reports to the Community Manager regarding the assigned mobile home park. The assistant must be knowledgeable in all day-to-day activities of the project(s) and, most important, anticipate and fulfill the needs of the tenants in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

As needed and/or requested, provide backup community management or maintenance or support to surrounding Caritas mobile home parks. Includes the following. Other duties may be assigned. 

Administrative:

Answers telephone and give information to callers or route calls to the appropriate person including tenant maintenance requests and dispatch.

Routes incoming mail and attach appropriate files to correspondence to be answered by Community Manager.

Provides clerical and administrative support to the Community Manager inclusive of answering scheduling appointments and organizing workflow

Helps maintain tenant and vendor emergency contact information.

Ensure tenants have emergency manuals, information handbooks, office and mailbox keys, and signage in accordance with building sign criteria.

Assist with preparation of resident newsletters.

Helps maintain tenant and vendor emergency contact information.

Ensure tenants have emergency manuals, information handbooks, office and mailbox keys, and signage in accordance with building sign criteria.

Assist with preparation of resident newsletters.

Available to answer General Park questions to residents and guests in the absence of the Community Manager.

Logs and reports any Rules & Regulations violations to Property Manager. Completes Incident Report when applicable.

Works with the Community Manager to find out what events are scheduled.

Supports the office administration.

Make copies of correspondence or other printed matter.

Assist with filing or maintaining files, as needed.

Distributes resident statements at end of the month. Contact residents regarding delinquencies and discrepancies, as directed by Community Manager.

Assist with all recurring and maintenance forms as requested and approved by Property Manager.

Assist with resident inquiries and other reports, as needed.

Email correspondence, respond within 24 hours or as work schedule permits during work hours.

Resident Relations and Marketing:

Must be familiar with the Mobile Home Residency Law (the “MRL”, California Civil Code Section 798) and the park’s Rules & Regulations

Work with Community Manager in developing a comprehensive tenant relations program. Upon development of the program, implement the activities which will provide a timely, positive response to the tenants' needs and requests.

Respond to residents’ concerns and take appropriate action, with Community Manager’s approval. Maintains work order system / log of residents’ problems and corrective actions. Follows up with residents to ensure completion and satisfaction of project.

Report significant operational problems to Community Manager.

Clubhouse Monitoring:

Responsible for the security of the clubhouse in its entirety during the assigned shift. Ensure that residents and their guests are behaving properly, and that destruction or vandalism of park property does not occur

Periodic inspection of the entire clubhouse, including kitchen areas, card rooms, billiard rooms, rest rooms and clubhouse great room during each shift.

Responsible for ensuring park game equipment is treated properly and not abused. Ensure that all park game equipment, furniture, fixtures, computer equipment (if applicable) is accounted for at the end of shift.

Responsible for managing the use of park games and equipment and any Audio/Visual or computer equipment so all residents have a fair share of the use of same.

Assists with any food or beverage preparation and services and cleans up for movie nights or other group events.

Assist with any food or beverage preparation and service and clean up for resident meals.

Follow up with the person responsible for any party in the clubhouse at end to ensure cleanup is to proper standard. Assess any damages and repairs and documents same. Notify Park Manager if incident report is required, or if clubhouse is not left in “broom clean” condition.

Ensure locked areas remain locked throughout the shift.

Ensure that all clubhouse doors and windows are locked (if applicable) at the end of shift.

Pool Monitoring:

Responsible for the security of the pool area in its entirety. Ensures that residents and their guests are behaving properly, and that destruction or vandalism of park property does not occur, and all is consistent with the Park’s Rules and Regulations.

Actively monitors entire pool area, including shower area, restrooms, spa area, and seating areas by walking premises throughout shift.

Responsible for allowing only authorized residents and their guests into the pool area.

Responsible for allowing only proper bathing attire in the pool.

Responsible for ensuring pool furniture is treated properly and not abused. Ensure that all pool furniture is accounted for at end of shift.

Ensures no alcohol is consumed and no tobacco is smoked or chewed within the pool area, consistent with State law and the Park Rules & Regulations. Communicate to the Resident or responsible person when members of their family or party begin to violate Rules & Regulations or create an unsafe environment in the pool area. Assist police when and if they are called to address any situation.

Ensure locked areas (example: pool pump room) remain locked throughout the shift.

Ensure that all pool area doors or gates are locked (if applicable) after shift and all is secure.

Contact the Community Manager immediately if an event occurs that warrants an Incident Report.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 

The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED required; Associate degree (AA) or equivalent from two-year college or technical school is preferred; or three (3) years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Strong oral communication skills required.

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute discounts, interest, commissions, and percentages.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Utilize creative problem-solving techniques.

OTHER SKILLS AND ABILITIES

Ability to swim and physically able to enter pool and pull-out victim

Must be CPR certified or complete CPR course within 2 weeks of employment

Typing Skills: 30 w.p.m.

Computer Skills: Office 365: Word, Excel, Outlook, PowerPoint; MRI Property Management Software

Strong organization and people skills

Must be detail-oriented, flexible, and multi-task oriented

Ability to appear for work on time

Ability to follow directions from a supervisor

Ability to interact well with co-workers and customers (including tenants, vendors, etc.)

Ability to understand and follow posted work rules and procedures

Ability to accept constructive criticism

Ability to lead and manage others

Ability to handle stress

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. Hearing is required due to telephone and greeting duties. Repetitive hand/finger motion and close vision work are required due to the use of the computer. The employee must occasionally lift and/or move up to 20 pounds.