Are you looking for a part-time position with flexible hours that gives you the opportunity to work with residents? The Kingsgate Community Association in Columbia, Maryland is hiring for an Onsite Administrative Support person. This person will report directly to the Community Association Manager and provide high level service to both the residents and supervisor. The hours will vary between 16 and 20 per week and flexibility with the days will be required. The hours will be during the normal work week of Monday - Friday between the hours of 8 am - 6 pm.

General Responsibilities:

• Organize and schedule the daily tasks
• Submit work order requests to the Property Manager
• Communicate with residents and contractors about any property-related concerns, updates, questions, and safety issues
• Act as a liaison between the residents/contractors and Property Manager for residential issues, building projects, repairs, maintenance services, and housekeeping services
• Oversee implementation of scheduled preventative maintenance services
• Assist in resolving complaints, disturbances, and violation issues
• All other duties as assigned

Common Area Maintenance:

• Check all hallway, stairwell, lobby, and front entrance lights for outages and replace bulbs as needed. Report any outages to the Property Manager.
• Remove any trash and debris from the mailroom and lobby desk area.
• Check all exercise equipment to ensure everything is working properly. Report any problems to the Property Manager immediately.
• Maintain lobby, office, gym, community room, trash room, restrooms, and walkways by removing trash, sweeping, and/or vacuuming, as needed.
• Clean interior/exterior glass window panels, door panels, and mirrors in the lobby & side doors - only if needed.
• Clean elevator (Thursday) - remove any debris (i.e. leaves)
• Check trash chute doors (weekly).
• Inspect the trash bin for trash dents in wall (weekly).
• THURSDAY IS CLEANING DAY. The areas should be free of debris (leaves from outside, etc.).
• All other duties as assigned.

Daily & As Needed Tasks:

• Answer the phone and return phone calls, texts, and emails.
• Alert residents via telephone of any packages delivered to the front desk.
• Manage the building calendar and reservations for the Community Room.
• Provide additional security by monitoring visitors entering/exiting the building and verifying telephone/cable/electrical services personnel before giving access to authorized areas during business hours.
• Facilitate resident move-in and move-out process.
• Post and deliver notices to the mid-rise unit owners.
• Advise the Property Manager of all needed replacements, repairs, equipment, or supply needs.
• Coordinate contractors and repairs as instructed by the Property Manager.
• Monitor and report on the progress of contractors to Property Manager.
• Order bathroom & sanitation supplies and re-stock the supplies as needed.
• Inspect the community room after each event/use and report on the condition if needed.
• Organize and setup the Community Room for in person Board Meetings.
• Complete a daily walk through and inspection of the building; if any issues are found, report them to the Property Manager.
• Update the Crown Prints on the bulletin board in the mail stop and elevators inserts when room is available (semi-monthly).
• Perform the elevator inspection as noted on the instruction sheet and document your findings on the log (monthly).
• Perform tasks assigned by the Property Manager (e.g. execute inclement weather protocol and respond to emergency situations.)
• Change HVAC filters in Community Room, Fitness Room and Office.
• Always conduct yourself in a professional manner. Do not show favoritism.
• All other duties as assigned.

SKILLS & QUALIFICATIONS

• Strong written and verbal communication skills
• Ability to work as part of a team while also being a self-starter
• Ability to work in a fast-paced environment
• Ability to take direction and constructive criticism
• Excellent data entry skills
• Shows initiative and needs minimal supervision
• Proficiency in Microsoft Office applications (primarily Microsoft Outlook)
• Exceptional time management, prioritization, and organizational skills
• Must be able to multi-task efficiently and effectively
• 2-3 years of experience in the Community Association Industry is preferred but not required
• Positive attitude
• Customer service-oriented

PHYSICAL EFFORT REQUIRED

• Required to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk and occasionally climb.
• The incumbent must be on call at all times and able to work extended and flexible hours and weekends as needed.
• Ability to lift or move 5-10 lbs.
• Ability to detect auditory and/or visual emergency alarms
• May require some travel to main office for company meetings, training, etc.