Administrative Assistant
7 days ago
Missouri City
Job Description Summary: This role supports a range of administrative functions within the Operations Department, including customer service, gate database management, invoicing, and coordinating maintenance tasks with Association contractors and staff. In the absence of the Operations Supervisor, this team member will serve as a backup. Essential Duties and Responsibilities include the following. Other duties may be assigned. · Interacts professionally with the public (residents, members, developer, contractors, etc.). Responds to customer calls, emails, manage work orders and maintenance reporting systems; and follows up where applicable to ensure maintenance issues are resolved. Assist with receptionist duties as needed. · Assist Operations Director, Operations Supervisor, and Maintenance Supervisor with the administrative functions of the department. These functions include but are not limited to accounts payable (invoicing), utility services tracking, filing, scanning, contract management, work order request processing and follow up, gated community access functions, customer service, communicate with utility companies on neighborhood related matters, process County/City permit requests, communication with maintenance & service contractors about facility and landscape maintenance needs (i.e. trees, masonry, groundskeeping, HVAC, pest control, gates, construction related tasks). Assist with department resident committee meetings and activities. · Order supplies and materials for maintenance crew. · Other duties as may be assigned. The job duties listed in this job description may not be inclusive of all requirements of this position. Other duties may be assigned by your supervisor. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Customer Service background. 2-year degree and 2-4 years related experience and/or training; or equivalent combination of education and experience. Language Ability: Ability to read, analyze, and interpret common internal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. English and Spanish preferred. Math Ability: Ability to apply concepts of basic business mathematics. Some Excel formulas. Reasoning Ability: Ability to define problems, collect data, establish facts, analyze and draw valid conclusions. Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft 365 (Excel, Word, PowerPoint, Outlook), invoice processing software, work order software, database software, internet apps and software, and email. Certificates and Licenses: Valid Driver’s License. Supervisory Responsibilities: None Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be exposed to outdoor weather conditions periodically in working with the various contractors. The noise level in the work environment is usually moderate. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance and taste or smell. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Company DescriptionSienna Associations is the HOA for Sienna, a large-scale master planned community in Fort Bend County.Sienna Associations is the HOA for Sienna, a large-scale master planned community in Fort Bend County.