P/T Office Admin

Responsibilities include, but are not limited to:

• Provide excellent customer service to residents of the Association.
• Answer and manage incoming phone calls and emails, responding to resident questions and requests.
• Issue gate access transponders and maintain accurate resident information in the database.
• Maintain organized office files and ensure association records are properly stored.
• Maintain working knowledge of the Association’s rules, regulations, and policies.
• Manage and maintain the clubhouse reservation calendar.
• Assist residents with submitting reservation applications for private events.
• Ensure all applicable reservation fees, documentation, and insurance policies are received.
• Coordinate with the Royal Pelican Yacht Club (RPYC) to keep event calendars aligned and up to date.
• Provide information to potential buyers, sellers, and tenants regarding community policies and procedures related to real estate transactions.
• Maintain an annual log of all property sales and rentals within the community.
• Maintain and update the Annual Community Directory.
• Track and manage resident approval forms authorizing the inclusion of their contact information in the directory.
• Notify the Property Manager of submitted work orders and maintenance issues.
• Communicate with residents regarding maintenance activities affecting common areas.
• Partner with the Maintenance Supervisor to ensure adequate supplies and materials are available.
• Send meeting notices via email and posted notices as required.
• Assist the Property Manager in preparing monthly board meeting packets.
• Attend board meetings with the Property Manager and assist as needed.
• Post approved meeting minutes and financial reports to the HOA portal.
• Prepare and organize all materials required for meetings.
• Maintain and store association records in compliance with Florida Statute (minimum 7-year retention).
• Prepare and organize documents for official records inspections when requested.
• Ensure all resident and association files remain current and organized.
• Facilitate the architectural review application process for residents.
• Provide guidance on application procedures and exterior modification standards.
• Review applications for completeness before forwarding them to the ARC Committee.
• Forward approved applications to the Board when required.
• Notify residents of approvals or denials and maintain records of all applications.
• Prepare ARC materials for committee presentations at monthly meetings.
• Communicate with contractors when clarification of applications is required.
• Work with gate guards to resolve operational issues.
• Communicate questions, complaints, and requests to the Property Manager.
• Ensure the guard house is equipped with necessary office supplies and materials.
• Update guard post orders as instructed.
• Assist residents with gate access software and related issues.
• Provide administrative support to the Property Manager in all operational areas.
• Relay messages, concerns, and issues as necessary.
• Assist with the preparation of reports and documents.
• Prepare and send violation letters to residents in accordance with association policies.