THE BEACH CLUB HOA ADMINISTRATIVE ASSISTANT

SUMMARY: Supports the Association Director and the Association Manager. This individual will assist all Beach Club owners with any questions or issues they may have. Will work closely with the Association maintenance team and vendors to schedule projects and repairs. Will need to work well internally in order to communicate information to other departments regarding ongoing projects, repairs, policy changes, and any other situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Masters accurate knowledge and understanding of Association responsibilities
Fields calls, questions, and maintenance requests from all Beach Club Owners
Provides excellent customer service by answering all calls and requests professionally and politely
Greets visitors to the Owner Relations/Association department, assists them if possible, or directs them to the appropriate entity
Provides information to all Beach Club owners regarding Association procedures, policy, and projects
Coordinates projects with owners, vendors, and Association maintenance
Follows up with team members and owners to ensure all tasks have been completed to the satisfaction of the requestor
Communicates updates, progress, and developments to the Association Director and Manager, as well as to Association maintenance and other internal entities
Develops and maintains positive relationships with all Beach Club owners, team members, and vendors
Assists in putting together packets for meetings and mass mail-outs, including but not limited to printing, copying, stapling, cutting, folding, labeling, and stuffing folders and envelopes
Reviews the security reports daily and alerts the Association Director and Manager to any issues,
Collects pet registration forms, issues pet tags, and maintains the owner pet registration files
Issues owner parking decals and maintains the owner parking decal files
Receives White Sky service change forms and maintains the White Sky files
Maintains unit files
Maintains any project files as needed
Orders and inventories supplies as needed
Develops skills with the software Yardi, IQWare, Hiperweb, etc.
Develops knowledge of the Kaba Oracode web-based keyless entry system and the Onity lock system
Assists with board meetings, budget meetings, insurance meetings, town hall meetings and annual meetings
Supports the Association Director and Manager
Assists in the gathering of information for realtors, banks, and mortgage company requests, such as meeting minutes, financial statements, budgets, etc.
Assists the Accounting department with questions regarding owner statements and vendor billing
Assists the Owner Relations department with the scheduling and enacting of maintenance and repairs
Assists with package deliveries and assists owners in locating their mail/packages.
Performs other related duties as assigned.

QUALIFICATIONS

GED or High School diploma, required
A positive, enthusiastic individual with exceptionally strong communication skills
Able to always act professionally under pressure and effectively multitask
Able to diffuse conflict and promote a harmonious environment for all owners, team members, and vendors
Experience with the Microsoft Office Suite, including but not limited to Word, Excel, PowerPoint, and Outlook required
Experience with homeowners associations preferred

· Must possess strong communication (both verbal and written) and excellent customer service skills. The association administrative assistant must be able to effectively multitask and balance many varied tasks. This individual must be enthusiastic and passionate about people and The Beach Club.

PHYSICAL REQUIREMENTS

Ability to work at a desk on a computer for majority of the shift
Must be able to stand/walk to inspect towers, etc.
Must be able to lift/move up to 20 lbs.

experience with Microsoft Office Suite, PowerPoint, Excel, Word and willing to learn new software programs

Compensation: $16.00 per hour

At Spectrum Resorts, we believe in teamwork, family, and supporting each other. It's just who we are.

Is this who YOU are? If so, we may have a place for you at our family of resorts, The Beach Club Resort & Spa in Gulf Shores and Turquoise Place in Orange Beach.

Spectrum Resorts is home to team members who want to make a difference in the lives of their work family and the families we host each year. Together, we're redefining the beach vacation into a time when families can truly rest, relax, and reconnect with their loved ones. We’re doing all this while innovating in the industry, nurturing career goals, and celebrating each other's successes.

Curious about what it's like to be a world-class team member at Spectrum Resorts? Listen to what the team has to say.

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Life at Spectrum Resorts

We are a passionate company that takes pride in its reputation and what we do. Our company’s success is built on a team effort, combining the talents of many people to achieve a common vision of delivering world class service by world class people.

Competitive Wages and Discounts

At Spectrum Resorts we assure our wages are competitive in the area but we also offer incentives that set up apart. Every year full time team members get a 3 night stay complimentary at either property, the only cost is a reduced cleaning fee. As part of the Spectrum Resorts team you will also be eligible to enjoy the following savings: 50% off all meals on property, 15% off reservations using the friends and family discount, 15% off any merchandise purchases, and 15% off Spa treatments.

World-Class Benefits Package

We offer a full insurance program that includes Blue Cross and Blue Shield Healthcare as well as Vision, Dental, Life, Cancer, Accidental, and Disability Insurances. We also offer a 401k plan with a company contribution. As part of the Spectrum Resorts team you could also be eligible for our Tuition Reimbursement Program.

We Help Each Other When It Matters Most

When times are tough is when you need your work family the most. We have the following Team Member Assistance Programs. The Shells Fund--this is an innovative program designed to help Spectrum Team Members in a time of need. Sharing PTO--team members may donate their accrued PTO to other eligible team members to provide assistance for emergency purposes

Team Member Celebrations

We come together as a family to celebrate our collective successes as a company, as well as to recognize the best and brightest from within our organization. We also have quarterly and annual awards for the team member that goes above and beyond to assure our guests' expectations are exceeded.

Paid Internship Program

Gain hands-on experience during college breaks. Spectrum Resorts offers internships in three areas of the resort. In Food & Beverage you can have the opportunity to experience different areas of F&B such as casual and coastal cuisine restaurants, poolside bar and grill, food trucks and club lounge. Rotation between positions and outlets included. In the Rooms Division you can learn about the guest experience from Reservations to Front Desk to Housekeeping. If you like working outdoors with young guests, our Activities Team may be the best fit for you. This internship includes planning and facilitating on-site activities such as organized games, arts and crafts, competitions and more.

Advancement Opportunities

At Spectrum Resorts we love to promote from within! We feel that current team members who embrace our Vision, Mission and Values and are high performers should be considered for openings before we interview outside the company. We have also developed our own off-season training program, Spectrum University, that is open to all team members. The sessions are planned with our team members' needs in mind... our goal is to help build skillsets so that they are equipped to be successful.