Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Melbourne, 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 14 consecutive years, including winning first place in our category for 2021! The position is part-time with competitive pay.

Job Overview

As an Administrative Assistant, you will be a key contributor to the smooth and efficient operation of our office. This role requires a detail-oriented and organized individual with excellent communication and multitasking skills. You will play a crucial part in handling administrative tasks, managing office procedures, and providing support to various departments within the Clubhouse.

Primary Responsibilities

• Welcome Heritage Isle residents and assist with obtaining car decals, clubhouse access cards, Club Member rules and addressing any concerns.
• Maintain front desk spreadsheet including details of new residents and tenants, car decals issued, estate sales, overnight parking requests and daily clubhouse checks.
• Provide clerical office assistance in the form of faxes, copies and scanning documentation, including all car decal forms, age verification documentation, and tenant leases.
• Work closely with Heritage Isle CAM and staff, providing support as necessary.
• Listen to all resident concerns and forward to proper entity for action.
• Observe Clubhouse facilities several times a day to ensure all are operating properly and address any resident concerns.
• Open/close front desk register and enter all sales transactions daily.
• Maintain and organize resident sign-up sheets and ticket documentation for Clubhouse Events.
• Receive resident deeds, death certificates and tenant leases and provide to Leland Management staff as necessary to update all HI Accounts (HIDA, Club, HIRVA, Condo)
• Maintain records for 55+ tracking.
• Maintain resident/tenant accounts in TEK Wave, updating as required. 
• Provide registration links to residents for TEK Control Visitor Management App.
• Work with Heritage Isle Guardhouse staff, including notifications for Clubhouse Events, community Open Houses and Estate Sales.
• Handle incoming calls, emails, and inquiries, providing information and directing queries to the appropriate personnel.

Administrative Assistant will be responsible for utilizing various software programs to enhance operational efficiency and support organizational needs, including:

• SharePoint – Managing and organizing digital files, maintaining document libraries, and ensuring seamless collaboration across departments.
• Caliber – Assisting with data entry, report generation, and maintaining accurate records in the system.
• DSX (Badge System) – Issuing, activating, and deactivating access badges for employees, vendors, and visitors while maintaining security protocols.
• Tek Wave (Car Decal Management) – Processing vehicle decal requests, updating records, and ensuring compliance with community or organizational guidelines.

Requirements

Qualifications:

• High school diploma or equivalent; additional administrative training is a plus.
• Proven experience as an administrative assistant or in a related role.
• Proficient in MS Office applications (Word, Excel, Outlook).
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Discretion and confidentiality in handling sensitive information.

Working Conditions: 

This position operates in a professional office environment. Must be able to work nights and weekends.