Job description

Pay: $20/hr - $22/hr

Schedule: Monday - Friday; 9am - 5pm

*** Please note this is a Temp-to-hire opportunity ***

The Building Administrator reports to the GM and provides owner and staff support necessary to the administration. Frequent interface with owners, tradesmen and other staff members. Liaison between owners and management for 104 units. Strong knowledge of Word, Excel and BuildingLink required.

Owner Assistance:

• Maintain hardcopy and electronic owner records and databases for each unit, including voting certificates, renovation requests, purchase and sales applications, and annual ESA record updates.
• Telephone answering for the office, including daily voicemail into a phone log follow-up spreadsheet. Forward problems or management issues to the GM.
• Daily email responses to owners, staffers, and outside parties. Forward problems to GM.
• Assist with collections and owner ledger balances for quarterly dues with bookkeeping.
• Assist with preparation and mailout of owner communications and on-site distribution to the front desks.
• Maintain and update BuildingLink site map and systems, including owner records, library, photo records, and reservation requests. Upload all critical communications and updates to keep site current.
• Coordinate sales application process with realtors, buyers, and closing agents.
• Input buyer background checks. Schedule and coordinate buyer interviews with Board or committee.
• Process refund requests of damage deposits for owners and contractors after completion of inspection on unit construction projects.
• Participate in face-to-face and Zoom meetings with Board or committees as needed.

GM & Staff Assistance:

• Coordinate vendor help in empty units for AC, plumbing, and other building work. Notify GM of any leaks, mold or other liability issues. Forward bills to owners for services provided on their behalf by Association vendors.
• Post meeting notices, agendas, newsletters, updates, etc. in lobbies and on bulletin boards after preparation with GM.
• Assist with assembly of meeting packages and committee reports as needed.
• Input employee background checks, and print out for employee files.
• Manage entry of employee fingerprints into BuildlingLink, and compile weekly reports for payroll to the bookkeeper.
• Track all time off requests for staff, including vacation and sick time. Keep a log of remaining time.
• Advise staff of eligibility for benefits, and track accordingly. Obtain staff signatures for inclusion or declination of benefits. Maintain staff files, minus payroll and periodic review information.
• Coordinate Pest Control with vendor and housekeeping team. Confirm dates with GM for publishing notice to owners. Post notices in lobbies.
• Update Certificates of Insurance for all vendors and provide to bookkeeping as necessary for invoice approvals.

Periodic Assistance:

• Complete sales estoppels on behalf of Title Insurance companies for buyers, ensuring proper disclosure of pending special assessments.
• Re-assess and update all forms packets: Renovation Requests, Owner Welcome Packets, ESA Regulations, Sales Applications, and Employment Hire packets.
• Assemble pertinent information for Work Comp Insurance Audits every September.
• Assist with annual Directory updates to printer, and semiannual update inserts.
• Assist with preparation of annual Board elections package every February.
• Provide permit letters to vendors for Town of Palm Beach as needed. Present to GM for signature.
• Assist with room setup for staff meetings, Board meetings, and committee functions.
• Serve as Notary for owners or Board as needed for legal documents.
• Report any employee or owner concerns to the GM, and assist with ideas for improved processes and procedures for the betterment of the Halcyon.
• Provide ideas to help maximize employee relations and a positive work environment.
• Develop/submit a monthly “Building Administrator Report” with summary of tasks completed.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

offroadmanagementgroup.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, offroadmanagementgroup.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, offroadmanagementgroup.com is the ideal place to find your next job.