Spectrum Association Management · 1 day ago
Administrative Assistant - Onsite
Humble, TX
Full-time
Onsite
New Grad, Entry Level
$20/hr - $20/hrSpectrum Association Management is a dynamic team with a mission to provide excellent service to communities. They are seeking an Administrative Assistant to manage clubhouse operations, assist residents, and coordinate community events.
AssociationConsultingInformation Technology
Responsibilities
Monitor inventory and order supplies as needed – amenity cards, printer ink, gate remotes
Maintenance of amenity card system – clean/maintain printer, schedule service
Program and print amenity cards for new residents
Communicate any gate or callbox issues to access vendor
Program new remotes and gate access codes or correspond with access vendor for updates to callbox database, access remotes, removal of previous owner accounts, etc
Audit amenity and gate databases monthly to deactivate access for previous owners/tenants
Adjust access hours for various amenities as requested by events director, community manager, or board, typically for community events
Troubleshoot and resolve issues with amenity cards and card readers
Assist residents and vendors in person or over the phone
Address concerns and complaints from residents or direct them to the appropriate contacts (Spectrum, law enforcement, utilities, county, etc)
Maintain and stock inventory of clubhouse supplies (food, drinks, office and cleaning supplies, etc.)
Open & secure clubhouse each day, activate/deactivate alarm system upon entry/exit
Monitor for clubhouse equipment or building issues and contact the correct vendor for repairs
Handle mail received daily at the clubhouse, including invoices, return mail, and payments
Inspect property routinely for amenity inspections and as needed for reported issues
Inspect the fitness center twice a week to ensure supplies are stocked, equipment is working, and facility is clean
Provide tours of the clubhouse to residents interested in reserving the facility
Coordinate all clubhouse/conference room rentals to avoid conflict with existing reservations, community events, etc
Properly log payments, rental agreements, and correspondence regarding rentals
Ensure collection and timely processing of rental payments
Update the online reservation calendar
Programming/deprogramming of amenity cards for after-hours access
Preparation of clubhouse prior to event (counters and fridge clean and emptied, back & side doors secured)
Post-rental clubhouse inspections + processing of deposit refunds
Coordinate with and schedule vendors required for rental (HCSO, Cleaning company)
Balance adherence to rental policies/procedure with accommodating special requests from residents
Answer phones & emails and respond to all voicemails in accordance with same-day response policy
Become familiar with Association and Spectrum policies and procedures and develop a base knowledge of various departments in order to assist residents quickly and without escalation
Accept and record payments for annual assessments, replacement amenity cards, rental fees & deposits and allocate them appropriately
Provide a weekly update to the Community Manager regarding clubhouse traffic, updates on projects, and any issues that arose during the week
Submit invoices, process check requests for vendors payments, input receipts for credit card purchases
Create displays for the community LED board and maintain them to keep information current and relevant to the community
Attend the monthly Board meetings and provide support to the Community Manager ahead of and during the meeting – order catering, greet residents & ensure proper sign-in, schedule hearings, prepare documents for Board review, assist with taking minutes
Reserve the elementary school cafeteria in advance of the annual meeting and communicate with school staff to ensure all requested equipment will be functioning and available
Coordinate with the webmaster for updates and corrections to the Association website (events calendar, e-blasts, governing documents)
Locate vendors, obtain bids, and schedule minor projects as requested by Community Manager
Field communication from the Board of Directors regarding routine business or special projects
Review reports from other departments (legal, site management, etc) for accuracy and outstanding tasks
Build relationships and coordinate regularly with routine vendors – landscaping, maintenance contractor, pool company, access vendor, holiday light service, flag company – for day-to-day & seasonal tasks
Pull and review reports routinely and as requested – resale reports, violation reports, legal status reports, etc
Maintain log of ongoing projects, requests, concerns & issues, and follow up with the appropriate parties as needed for completion
Create and revise SOPs as new processes are introduced/changes are made to existing procedure
Log correspondence with homeowners in company systems
Coordinate with the event director on scheduling, supply ordering, and announcing community events to residents
Schedule the community garage sale 2x yearly, corresponding with nearby organizations to avoid conflicts with other events, retaining officers for traffic control, inventory & purchase of signage as needed, marketing/advertising in local paper
Coordinate timely payments to vendors participating in events
Build knowledge of annual events & related procedures to assist residents, vendors and other participants and answer any questions they may have
Schedule the Yard of the Season drive three times a year, corresponding with the site manager, printing company, and porter service
Work with HCSO, Events Director, residents, and surrounding organizations to obtain and publish articles for the quarterly newsletter
Write and proof articles in response to Board requests, announcements of community news, and as needed to meet changing needs of the community
Review design & layout and proofread newsletter before approving with publisher
Qualification
Required
Monitor inventory and order supplies as needed – amenity cards, printer ink, gate remotes
Maintenance of amenity card system – clean/maintain printer, schedule service
Program and print amenity cards for new residents
Communicate any gate or callbox issues to access vendor
Program new remotes and gate access codes or correspond with access vendor for updates to callbox database, access remotes, removal of previous owner accounts, etc
Audit amenity and gate databases monthly to deactivate access for previous owners/tenants
Adjust access hours for various amenities as requested by events director, community manager, or board, typically for community events
Troubleshoot and resolve issues with amenity cards and card readers
Assist residents and vendors in person or over the phone
Address concerns and complaints from residents or direct them to the appropriate contacts (Spectrum, law enforcement, utilities, county, etc)
Maintain and stock inventory of clubhouse supplies (food, drinks, office and cleaning supplies, etc.)
Open & secure clubhouse each day, activate/deactivate alarm system upon entry/exit
Monitor for clubhouse equipment or building issues and contact the correct vendor for repairs
Handle mail received daily at the clubhouse, including invoices, return mail, and payments
Inspect property routinely for amenity inspections and as needed for reported issues
Inspect the fitness center twice a week to ensure supplies are stocked, equipment is working, and facility is clean
Provide tours of the clubhouse to residents interested in reserving the facility
Coordinate all clubhouse/conference room rentals to avoid conflict with existing reservations, community events, etc
Properly log payments, rental agreements, and correspondence regarding rentals
Ensure collection and timely processing of rental payments
Update the online reservation calendar
Programming/deprogramming of amenity cards for after-hours access
Preparation of clubhouse prior to event (counters and fridge clean and emptied, back & side doors secured)
Post-rental clubhouse inspections + processing of deposit refunds
Coordinate with and schedule vendors required for rental (HCSO, Cleaning company)
Balance adherence to rental policies/procedure with accommodating special requests from residents
Answer phones & emails and respond to all voicemails in accordance with same-day response policy
Become familiar with Association and Spectrum policies and procedures and develop a base knowledge of various departments in order to assist residents quickly and without escalation
Accept and record payments for annual assessments, replacement amenity cards, rental fees & deposits and allocate them appropriately
Provide a weekly update to the Community Manager regarding clubhouse traffic, updates on projects, and any issues that arose during the week
Submit invoices, process check requests for vendors payments, input receipts for credit card purchases
Create displays for the community LED board and maintain them to keep information current and relevant to the community
Attend the monthly Board meetings and provide support to the Community Manager ahead of and during the meeting – order catering, greet residents & ensure proper sign-in, schedule hearings, prepare documents for Board review, assist with taking minutes
Reserve the elementary school cafeteria in advance of the annual meeting and communicate with school staff to ensure all requested equipment will be functioning and available
Coordinate with the webmaster for updates and corrections to the Association website (events calendar, e-blasts, governing documents)
Locate vendors, obtain bids, and schedule minor projects as requested by Community Manager
Field communication from the Board of Directors regarding routine business or special projects
Review reports from other departments (legal, site management, etc) for accuracy and outstanding tasks
Build relationships and coordinate regularly with routine vendors – landscaping, maintenance contractor, pool company, access vendor, holiday light service, flag company – for day-to-day & seasonal tasks
Pull and review reports routinely and as requested – resale reports, violation reports, legal status reports, etc
Maintain log of ongoing projects, requests, concerns & issues, and follow up with the appropriate parties as needed for completion
Create and revise SOPs as new processes are introduced/changes are made to existing procedure
Log correspondence with homeowners in company systems
Coordinate with the event director on scheduling, supply ordering, and announcing community events to residents
Schedule the community garage sale 2x yearly, corresponding with nearby organizations to avoid conflicts with other events, retaining officers for traffic control, inventory & purchase of signage as needed, marketing/advertising in local paper
Coordinate timely payments to vendors participating in events
Build knowledge of annual events & related procedures to assist residents, vendors and other participants and answer any questions they may have
Schedule the Yard of the Season drive three times a year, corresponding with the site manager, printing company, and porter service
Work with HCSO, Events Director, residents, and surrounding organizations to obtain and publish articles for the quarterly newsletter
Write and proof articles in response to Board requests, announcements of community news, and as needed to meet changing needs of the community
Review design & layout and proofread newsletter before approving with publisher
Benefits
5 weeks of PTO to allow for rest, travel, family, and hobbies.
40 paid hours per year for community service activities.
11 Annual Paid Holidays.
The full suite of benefits includes Medical, Dental, Vision, STD/LTD, Life/AD&D and a 401k program.
Company
Spectrum Association Management
Spectrum Association Management is a management consultancy with services in Texas.
Founded in 2001
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase