Office Administrator
hace 6 días
Sayville
Job DescriptionBenefits: • Casual dress code, • Ferry Terminal Parking Pass, • Ferry Transportation, • Bonus based on performance Job Summary The Office Administrator supports the daily operations by providing administrative, organizational, and clerical support, serving as a central point of contact for staff, community members, and contractors/vendors, ensuring efficient office operations and excellent customer service. The ideal candidate is organized, proactive, and comfortable handling multiple priorities in a fast-paced, small office environment. Key Responsibilities • Serve as the primary point of contact for residents, board members, guests and contractors/vendors (phone, email, in person), • Assist with inquiries, requests, and general communications, • Maintain member records, files, and association documents, • Coordinate and schedule meetings (zoom and in-person), • Coordinate fundraising mailings and prepare necessary reports and documents, • Manage office supplies and administrative systems, • Prepare and send out weekly digital Community Bulletin Board, • Prepare leases and follow up to ensure compliance, • Prepare annual organization owned vehicle permit renewals with Town, • Ensure compliance with association policies and procedures, • Obtain any required permits and approvals as necessary, • Maintain a professional, welcoming office environment for residents and guests, • Prepare and coordinate community center cleaning schedule, • Help with setup and preparation of FIPPOA events, • Create and publish social media content as needed, • Update member database and/or help members with new sign-ups, • Report to and provide ongoing support to Community Manager, • Support Board of Director members on various projects as they come up, • Experience in office administration and/or community association support, • Strong organizational and multitasking abilities, • Excellent communication and interpersonal skills, • Proficiency in Microsoft Office and comfortable learning other software programs, • Experience with contracts, lease agreements and COIs a plus, • Detail-oriented with strong follow-through, • Ability to work independently and as part of a team, • Strong data entry skills, • Direct marketing experience a plus, • Ability to communicate accurately and effectively in a verbal and written manner, • Ability to take initiative and work independently, • Strong work ethic, • Excellent organizational and time management skills, • Strong attention to detail, • Ability to perform some lifting (if needed) and some outdoor work, • An energetic team player in a small but busy office, • An upbeat positive attitude Education & Experience • Associate degree or higher required, • 3+ years of office administration or equivalent, • Prior experience in a community association, property management a plus Work Environment • Full-time office-based position located in Fire Island Pines with ability to work remote during the months of December to February, • Transportation is by ferry, • Casual work attire environment (shorts, jeans, sneakers, ok), • Office-based position from March-December, Remote for January/February, • Need to take ferry from Sayville to Fire Island Pines, • Work schedule is 5 days a week (including Saturdays from May-October) Benefits • Casual dress environment (shorts, jeans, sneakers, ok), • Ferry transportation provided, • Parking at ferry terminal provided, • Performance based annual bonus, • No health insurance