Australia, indore
Posted 1 year ago
Responsibilities:
Answer phone calls, emails, pick up and sort mail, greet in-office traffic and direct appropriately
Clerical duties: filing, record-keeping, office inventory, database and website updates, work order dispatch, tracking, and follow-up, parking permits, retrieve and distribute mail to Association Managers, and notice production and circulation
Personnel duties: assist in staff hiring process, new hire on-boarding, nametags, research and schedule training, coordinate IT access, keep staff informed of Copper events and updates, maintain employee contact lists and radios
Payroll duties: staff scheduling, daily payroll entry, website maintenance and updates, payroll reporting, monthly labor billing entry, acting liason with Copper HR on behalf of staff
Accounting Assistance duties: verify accuracy of invoices to checks and mail out, file invoices, send welcome letters, stuff and mail quarterly invoices and mailings, complete condo questionnaires and status letters, respond to realtor questions and requests, perform QuickBooks uploads, maintain the Master owners list, and answer general accounting questions
Cirque Homeowner Assistance duties: enter homeowner reservations, facilitate reservation swaps, contact and onboard new owners in the reservation system, answer reservation questions, dispatch guest and maintenance requests, assist with homeowner accounting questions, schedule vendors for maintenance weeks, maintain housewares stock and order
Account Management: At&T phone service for department, TSheets time tracking, Association Voice website, Spiceworks ticketing system, HD Supply, and others as directed by Association Manager
Website duties: upload and maintain documents, newsletters, board contacts, manager and staff contacts, board communiation, ownership directories, homeowner financials, and assist homeowners with sign on issues; Create/maintain/update work order ticketing system- roll out to departement and act as dispatcher
Coordinate accurate and timely completion and archiving of daily record keeping tasks
Annual scheduling of third-party inspections for all HOAs
Create/update/maintain Word and Excel spreadsheets and templates
Track owner requests and complaints specific to HOA-related issues and share with respective HOA Manager for necessary action
Document and coordinate orders for any supplies with Association Manager
Handle information requests from real estate agents, vendors, guests, and owners
Assist with the production of mass mailings
Order all necessary office supplies and track the costs
Ensure the cleanliness and organization of the office environment; organize/consolidate HOA binders, maps, and docs
Assist with the preparation of marketing materials and prospective business proposals
Coordinate recognition for the overall team and individuals
Display outstanding negotiation and conflict resolution skills to turn challenges into opportunities while finding creative and mutually beneficial solutions to issues
Ensure that all office equipment is kept in good working condition
Assist CAM Manager and Association Managers with coordination of special projects
Follow all established emergency protocols and assist as directed (e.g., power outages; fire alarms; building evacuations)
Assist team members at other properties and from other departments as needed
Attend CAM meetings and produce weekly meeting minutes
Attend HOA board meeting and produce meeting minutes
Responsible for other duties assigned by CAM Manager
Guest Service Duties:
Develop and maintain excellent working relationships between Copper employees, contractor representatives, the Master Association, Front Desk, Security, and those with whom CAM conducts business
Represent Copper Mountain and the CAM Department as a professional Playmaker; friendly; helpful and skilled member of our resort community.
Other Duties as Assigned:
This job description is an overview of the scope of responsibilities for this job and is not intended to be an inclusive list of job tasks and expectations. With the evolution of POWDR-Copper, the responsibilities of this position may change. The job must be prepared to accept new responsibilities and transfer others.
Consistently delivers outstanding customer service and assistance to all people interacting with the CAM office. Functions as an ambassador of Copper Mountain, modeling and sharing the Copper "culture" with our guests and employees. Upholds the most professional image. Continually strives to exceed our guest's expectations and create memories for our guests and staff.