Administrative Assistant

Greenbrier at Oceanaire, one of new Jerseys Premiere Active Adult Communities, is in need of a part time Administrative Assistant.

we are looking for someone who can work 25 hours per week at $23.00 per hour

Administrative Assistant

The Administrator Assistant plays a critical role in the management and operation of the community's day-to-day affairs. Responsibilities span multiple areas, including resident services, vendor relations, compliance, and administrative tasks. Below is a summary of key duties:

Resident and Community Services:

• Daily Resident Inquiries: Respond to resident questions and requests, providing information about the community, its rules, and regulations.
• Architectural Review Committee (ARC) Process:
• Assist residents with submitting ARC applications and ensure all paperwork is processed.
• Attend ARC meetings to clarify decisions on approvals or denials.
• Track and log ARC applications and ensure all contractors have up-to-date Certificates of Insurance.
• Coordinate communication of ARC approvals and denials, including letters and documentation.
• Golf Services:
• Handle golf membership inquiries, including logging memberships, verifying handicaps, and processing refunds or upgrades.
• Maintain and monitor golf membership lists and submit updates to the Finance Committee Chair.

Vendor and Contract Management:

• Vendor Relationships: Assist the manager in maintaining positive relationships with vendors, including landscapers and contractors, ensuring smooth day-to-day operations.
• RV/Boat Lot Management: Control rentals for the community's RV/boat lot, ensuring that all registrations, insurance, and renewals are up-to-date.

Compliance and Document Management:

• Rules and Regulations: Ensure compliance with the Association’s Rules and Regulations, including managing violation notices and ensuring resolution.
• Census Data: Maintain census data for the 55+ community in compliance with federal laws.
• Insurance: Send requests for updated insurance information and verify compliance from contractors.

Administrative and Financial Duties:

• Board and Committee Support:
• Create and maintain lists of board meetings, workshops, and committee members.
• Assist in tracking financial documents, such as the closed homes report and General Ledger (GL) accounts.
• Check Requests and Payments: Process check requests for Board and committee members and handle monthly Pro Shop payments.
• Communication: Create flyers and announcements for distribution within the community.

Office and Resource Management:

• Office Supplies: Order and manage office supplies, including postage and mailing materials. Order monthly library books.
• Equipment Monitoring: Monitor usage of office equipment, including the postage meter and copier.
• Snow Priority List and Streetlight Outages: Maintain and verify snow priority lists and submit monthly reports on streetlight outages to the utility company.

Other Duties:

• Welcome Letters: Send welcome letters to new homeowners and ensure their access to the community website is set up.
• Block Party Coordination: Coordinate block party requests, ensuring necessary forms are submitted and police and cones are arranged.

This Administrative Assistant role involves a combination of customer service, administrative oversight, and operational coordination to ensure the smooth functioning of the community's daily activities.