Administrative Specialist

Description

Tidewater Property Management is looking for our next team member! If you enjoy working with people, problem solving and challenges, this may be the job for you! You must be positive, motivated, forward thinking and have strong and professional customer service skills.

ESSENTIAL FUNCTIONS 

• Supports and assists community association managers on a day-to-day basis in handling any variety of issues that may arise on a given day.  
• Effectively and efficiently addresses concerns and solves complaints from homeowners. 
• Supports and assists the Tidewater daily, including but not limited to: 
•            Actively participate in the phone queue by answering and assisting clients/vendors, transferring calls or taking messages          to facilitate communications and contacts. Logs all calls into the system. 
•            Assists with mail as needed. 
•            Interacts and assists homeowners, tenants, vendors, etc. that come into the office.?? 
•            Assists with front desk coverage as needed. 
• Researches and provides informational materials for returned mail and logs each item in the system daily. 
• Maintains knowledge of key clients and contacts.  
• Sets up and maintains files, materials, information, schedules, and related data. 
• Assists with obtaining bids for additional work from outside contractors when a third-party vendor is required. 
• Assists the board, owners, and community association manager in complying with association and government rules and regulations. 
• Assists in the operation of community pools, golf courses, community centers, etc. 
• Abides by the Management Agreement for each community. 
• Assists clients with payments based on the current standard operating procedure. 
• Runs appropriate postage for mail daily. 
• Maintains files, reports, and related communications (hard copy and/or electronic). 
• Researches and provides informational materials, such as electronic data (Internet) for projects and special assignments. 
• Maintains calendars, contact databases and appointments. 
• Sets up and arranges meetings, facilities and accommodations as required. 
• Writes and prepares letters, memos, e-mails, and reports in draft and final form. 
• Proofreads and edits materials to ensure high-quality communications. 
• All other duties as assigned. 

Requirements

MINIMUM SKILLS AND QUALIFICATIONS 

• Must possess excellent verbal, written, and interpersonal communication skills. 
• Ability to work as part of a team while also being a self-starter. 
• Organized with attention to detail. 
• Ability to analyze, evaluate and act on issues and/or problems, reach sound conclusions and take appropriate action. 
• Ability to work in a fast-paced environment. 
• Ability to take direction and constructive criticism. 
• Shows initiative and needs minimal supervision. 
• Excellent data entry skills. 
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) 
• Exceptional time management, prioritization, and organizational skills 
• Must be able to multi-task efficiently and effectively. 
• Positive attitude. 
• Customer service oriented with proof of historical background. 
• Ability to adapt to different personalities and management styles. 
• Ability to learn new software. 

REQUIRED COMPENTENCIES  

• Critical Thinking/Evaluation: The ability to interpret information to provide recommendations and solutions. This includes, but is not limited to, problem solving, researching, auditing, knowledge management and measurement and assessment skills.  
• Communication: The ability to effectively and professionally present information. This includes verbal and written communication, presentation, active listening, and effective and timely feedback.?  
• Relationship Management: The ability to manage interactions to provide service and to support the company. This includes, but is not limited to, customer service, responsiveness, teamwork, employee engagement, business networking (vendors), mentorship, proactivity, influence, and respect.   
• Ethical Practice: The ability to integrate core values, integrity, and accountability throughout all organizational and company practices. This includes, but is not limited to, professionalism, confidentiality, trust, and rapport building and personal, professional, and behavioral integrity.  

PHYSICAL EFFORT REQUIRED 

• Position experiences interruptions; need for frequent shifting priorities, and deadlines.?  
• This position works under usual office conditions.  
• Required to work at a personal computer as well as be on the phone for extended periods of time.  
• Must be able to stand, sit, walk, and occasionally climb for possible extended periods of time.  
• Ability to lift or move up to 25 lbs.  
• May require some travel to various sites.