Job Description
Office Assistants handle administrative tasks and communications that support community managers and employees, enabling 30,000 families to experience high-level customer service at resorts and communities. They serve as the first line for customer interactions, including renting facilities, greeting residents, and handling calls. Assistants prepare newsletters, process payments, and organize records to keep operations smooth. This role manages confidential materials and ensures residents receive prompt responses to requests.
Roberts Resorts & Communities operates nationally and serves 30,000 families by building communities and fulfilling dreams through resorts. The company values resourcefulness, integrity, passion, and customer service. Roberts Resorts & Communities seeks individuals who deliver exceptional service and maintain integrity to help shape brighter futures.
Assistants greet residents via phone and in person, routing calls professionally and taking messages when unavailable. They perform administrative functions like typing, copying, faxing, and filing, while assisting in preparing and distributing resident communications. Workers collect and post rental fees, late fees, or inspection fees, using accounts to handle receipts and make collection calls. They support events by preparing community-related materials and helping with resident relation activities. Occasionally, assistants inspect properties for lease violations, handle mail, and manage private events in amenity centers such as answering inquiries, giving tours, conducting orientation, or preparing rental agreements. They maintain cleanliness in offices, stock refrigerators, and promote community interest through positive attitudes. One challenge is multitasking and prioritizing in a fast-paced environment while achieving high customer service ratings quarterly.
The position offers medical, dental, and vision insurance along with employer-paid life insurance. Voluntary short-term disability, long-term disability, accidental, and critical illness coverage are available. Employees receive paid time off and 11 paid holidays, 401k with matching, and complimentary stays at resorts. Workers must have a valid driver's license and good driving record. The role requires lifting up to 10 pounds, sitting and talking constantly, frequently using hands, and reviewing documents with clear vision and hearing. Shifts involve flexible hours to handle customer needs.
Responsibilities
- Become well educated on the Lease Agreement, Lease Addendum, Addendums, and Community Rules and Regulations
- Greet & establish rapport with residents and prospective residents, receive community comments, suggestions, and complaints, and forward to the appropriate Manager
- Answer phones in a professional manner and route calls to the appropriate party and take messages if community staff is not available
- Perform administrative functions including answering phones, typing, copying, faxing, and filing
- Assists management team in preparing and distributes resident and community communications
- Complete and maintain community records, reports, and files
- Collect and post, processing fees, rents, inspection or other fees; record in the proper accounts and issue receipts
- Make collection calls for rental payments
- Assist with the preparation of marketing materials and implementation of resident relation activities / events
- Forward all customer service requests to the appropriate Manager
- Creates monthly Newsletter
- Occasionally inspects community for lease violations
- Handle incoming and outgoing mail
- Manage all customer service related to private events taking place in the Community Amenity Centers (Assist residents during their visit to the Amenity Centers, answer questions regarding the facilities, give a tour of the facilities and conduct orientation, prepare rental agreement, reservation schedule)
- Ensure that Rules and Regulations of the Community Amenity Centers are followed
- Make sure all offices are kept clean and presentable and keep the refrigerators stocked
- Constantly promote interest in Roberts Communities by presenting a positive attitude and having a great rapport with current residents to encourage in-park referrals
- Attend to vendors, order and receive products
- Direct Service requests to Project Management Team
Requirements
- High School diploma or GED
- Minimum 2 years secretarial/administrative/customer service experience
- Professional phone presence when talking to customers
- Strong verbal and written communication and interpersonal skills
- Strong organizational and time management skills
- Ability to fluently read, write, and speak English and Spanish
- Ability to work well independently and on a team
- Ability to multitask and prioritize tasks effectively
- Attention to detail and accuracy in record-keeping
- Proficient in basic computer programs, including MS Office-Word, Excel, and Outlook
- Valid Driver’s License and good driving record
- Ability to effectively communicate with both internal team members and external stakeholders
- Capable of managing multiple tasks simultaneously while maintaining accuracy and attention to detail
- Attention to detail and meticulous ensuring accuracy in all tasks
- Comfortable using office software such as Microsoft Office Suite, email clients, and other relevant software applications
- Committed to delivering exceptional customer service and achieving high customer service ratings on a quarterly basis