ADMINISTRATIVE ASSISTANT (ACTIVITIES)
JOB DESCRIPTION
Administrative Duties
- Report to Activity Director & Community Association Manager
- Always maintain a positive, friendly attitude
- Wear business-casual attire when in office. Staff T-shirt, black/khaki pants or shorts permitted on the
weekends and Event days. No jeans.
- Cover for Activity Director, Community Association Manager or Assistant when absent
- Assist in answering phone calls and emails, responding to resident’s needs, and taking messages when needed.
- Assist with assignment and creation of resident access cards, vehicle gate stickers, golf cart plates, etc.
- Assist in making daily rounds of entire amenities areas including clubhouse, pool, restrooms, gym areas,
playground, basketball court, tennis courts and soccer field to ensure the cleanliness of the property. Address
and/or report any findings. (via Connect work order system or call for emergencies)
- Upload compliance documents in computer database as required
- Maintain resident unit filing (hard copies and/or upload into computer database)
- Keep office binders updated with the most recent documents
- Update Calendar, flyers, upcoming events, and pictures on waterchase.com and FirstService Connect platforms
- Update printed office calendars (Rentals/Meetings/Pool monitor schedule)
- Update Outlook Calendar (Meetings/rentals/Activity events)
- Update printed flyers for office, advertising rack, and corkboard outside of office
- Update Marquee board with upcoming meetings and events. (48 hours – 2weeks in advance)
- Help prepare and send E-Blasts to the community
- Help organize New Resident packets
- Assist with oversight of rentals to ensure requirements are met, photographing any deficiencies, and correcting
in a timely fashion for next rental
- Assist with inventory, tracking and selling of all items in the ice cream store and cashing out drawer on a
weekly basis
- Assist Activity Director in preparing and holding special events in the day, nights, and weekends. Ensure staff
is handling their assigned station or task, reallocating if you see a need. Know what the Activity Director wants
done throughout event to handle without direction
- Make yourself available for all events throughout the year (Advance notice given)
- Responsible to Assist with room set-up for meetings, activities, and special events
- Responsible for prompt breakdown, storage and clean-up for each activity and special event
- Assist in other necessary duties needed by the Activity Director and/or Property Manager
Pool Season (May – September)
- Report to Activity Director
- Weekends/Holidays Required, occasional evenings for events
- Supervise pool monitors during pool season, May-September. Pool Slide hours are Saturdays 10am6pm/Sundays 12pm-5pm. Create monthly schedule based on staff availability
- Straighten furniture and check all trash (including restrooms and gym) before the start each pool shift.
- Check chemicals in the pool and record findings
DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to thus job at any time.
