Resident Services - Front Desk & Administrative Support

Innovation Management - Davenport, FL

Full-time

Resident Services – Front Desk

Customer Service

  • Assist residents
  • Know Restrictions for community – be able to know where information is on Docs to properly answer Resident Questions
  • Know Clubhouse Rules & Regulations
  • Be up to date with current events and meetings at the Resort / Community
  • Answer phones
  • Ensure Club is clean, tidy and aesthetically pleasing to the residents and their guests

Opening of Club (where applicable per scheduled shift)

Miscellaneous

  • Assist Director as needed
  • Assist team as needed
  • Draft employee schedule and have approved by Club Manager and Director of F & B
  • Oversee ordering of office supplies
  • Assist in booking of resident events if Activities Director not on property.
  • Assist property director with inspections, quality assurance of resort / community and teams.

Work Orders

  • Oversee landscaping and maintenance work orders
  • Communication with Landscaping Supervisor and Maintenance Supervisor regarding pending property or resident work orders
  • Communicate to residents (email or phone call) in regards to follow up on completed work.

Payables:

  • Process Invoices
  • Communication with vendors
  • Communication with Innovation Accounting Department regarding various payables
  • Forward all bank and tax documentation
  • All payables are kept in the folder until ready to be entered
  • Tracking and matching purchase orders and proposals to Invoices
  • W9 processing in TOPS throughout every year for Vendors

Receivables:

  • Follow up with Residents/Owners checking on account history, making corrections and addressing discrepancies
  • End of Month Aged A/R report processing
  • Send late and Suspension notices on designated date each month based on the community’s governing documents or AR policy
  • Processing 90 Day Suspensions
  • Send all delinquent accounts to attorney after all scheduled in-house collection attempts have been made / expectation is all in house attempts would be made prior to account hitting 45 ys delinquent
  • Updating Attorney Status Report notes in TOPS and tracking accounts turned over to the attorney
  • Tracking Commercial Space rent payments where applicable
  • Tracking and processing other income and operational (non-assessment) cash payments, credits, merchant payments, commission checks and deposits

Owners/Tenants

  • Processing Tenants in TOPS
  • Ensure welcome packets are assembled according to monthly new closing list
  • Ensure there are tenant welcome packets and enough for resales
  • Tenant registration
  • Verify lease
  • provide Certificate of Approval Letter
  • Process expired lease or visitor report and follow up with deleting of visitors and barcodes of expired tenants.
  • Sending Lease Violation letters if we do not receive updated lease.
  • Processing of Resale Report
  • Advise Company of new Closings once a month where application
  • Advise Landscaping Partner (Admin Office) of new closings once a month

Architectural Review Committee

  • Assuring ARC Application and guidelines are up to date with any changes.
  • Receiving and completing ARC Applications
  • Submitting ARC Applications to the Committee
  • Understanding and processing ARC Minutes
  • Sending approval/denial letters to homeowners
  • Follow up on Deposits and completed Architectural changes to homes
  • Issuing refunds on Deposits once final inspection has been completed

Job Type: Full-time

Salary: $12.00 /hour

Experience:

  • Adminstrative: 1 year (Required)
  • customer service: 1 year (Required)

Education:

  • High school or equivalent (Required)

Work authorization:

  • United States (Required)

Shifts:

  • Morning (Required)
  • Mid-Day (Required)
  • Evening (Required)

Benefits offered:

  • Paid time off
  • Health insurance
  • Dental insurance