Administrative Assistant & Lifestyle Coordinator

Join our Team! Leland Management is seeking an Administrative Assistant & Lifestyle Coordinator for one of our communities in the Winter Garden, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time (Monday through Friday from 8:30am to 5:00pm with occasional nights and weekends) with competitive pay and excellent benefits.

JOB SCOPE: 

Under the direction of the Association Manager, this position is responsible for events and administrative work as a daily onsite presence and additional point of contact for the members. Responsible for accomplishing a daily routine to develop, implement and maintain lifestyle activities geared toward Oakland Park. Administrative responsibilities include providing administrative support to ensure efficient operation of the HOA office.

Must be capable of performing position duties with little or no direct supervision.

AREAS OF RESPONSIBILITY: 

• Design the layout of the monthly/quarterly newsletter.
• Coordinate permits with the City of Winter Garden for community events.
• Private event reservations – Clubhouse, Pavilion and Event Lawn.
• Issuing of resident Key Fobs
• Inspect facilities after each event.
• Responsible for community website updates and E-Blasts.
• Update SharePoint as needed.
• Ensures that the telephone and emails are answered properly, and messages are handled courteously, accurately and in a timely manner. (24 hours turnaround)
• Reports submitted to Manager bi-weekly.
• Additional duties as assigned by Association Manager.
• Create and update flyers for events to be displayed within the Association and post on the community’s website.
• Post meeting/event notices on the community’s website.
• Maintain events/calendar sections of the community’s website.
• Assist the Lifestyle Committee with resident activities 
• Assist the Lifestyle Committee with event assessments to determine those activities in which the residents would be most interested in pursuing and/or participating.
• Notify the residents of any pertinent information by coordinating with the Community Association Manager to ensure that information is posted on the community’s website and transmitted by E-Blast.
• Order needed supplies for events.
• Assist in overseeing the Lifestyle budget to ensure that costs are maintained within budgetary guidelines.
• Assist in overseeing and inventory all the Lifestyles assets.
• Oversee and process invoices from sponsorship, events, vendors. Send it to CAM to review and approve.
• Provide the CAM (monthly) and the Lifestyle Committee (quarterly) reports at their designated meetings.
• Collect photos of community events, parties, and other special occasions from the lifestyle committee.
• Assist other departments as directed by the Community Association Manager (i.e. daily incoming phone call support). Crosstrain on administrative functions and overall HOA policies, procedure, and rules to support the administrative office.
• Attend Board Meetings and community events as needed.
• Special projects and other responsibilities as assigned by the Community Association Manager.

Experience & Qualification Job Requirements: 

• Previous experience coordinating events and conducting group activities and trips: 1 year (Preferred)
• Customer Service: 2-4 years (HOA Preferred)
• Proficiency with Microsoft Office and other computer applications.
• Demonstrated talent for interacting with a wide variety of people.
• Ability to follow written and oral instructions and procedures.
• Ability to effectively organize and coordinate multiple priorities and ability to solve problems.
• Strong customer service abilities actively look for ways to assist residents and coworkers.
• Valid Driver’s License required.
• Bilingual a plus

Physical Requirements:

• Constant use of manual dexterity, auditory and visual skills, and gross motor skills
• Ability to reach, bend, twist, squat, kneel, push, and pull.
• Ability to lift/carry up to 30 pounds.
• Ability to perform repetitive movements including simple grasping, pushing, pulling and fine manipulation.
• Sitting, standing, walking, typing, cleaning, driving.