Boca Grove Property Owner's Association (POA) Job Description

Job Title: POA Administrative Assistant

Department: POA Community Management

Reports to: Property Manager, Communications & Policy Director & General Manager

FLSA Status: Non-Exempt: Full-time Hourly Position

Summary

The POA Community Operations Manager (POA COM) will manage maintenance operations, and service programs for the Boca Grove Property Owners Association and security for the Boca Grove Golf & Tennis Club and other Club properties. The security and maintenance operations are designed to protect residents, property owners, club members, guests and employees as well as the community assets and property. Services are a billable program option offered to residents for their properties.

Must have favorable community opinion, committee involvement, and positive employee morale through the introduction of consistent management systems and practices. Accountable for the effective property management and related services for completed residential units, maintenance of the POA common areas and vacant lots.

Knowledgeable in communications with producing community informative newsletters.

Essential Duties And Responsibilities

The POA Administrative Assistant will co-ordinate with Property Manager and oversee day to day activities of subordinates (including gatehouse and patrol functions, and services personnel); reasonably assure safety and security of residents, property owners, club members, guests and employees while they are within the community; interpret general instructions and rules, regulations and policies to develop and administer specific day-to-day operating practices and procedures and report violations of the same to Club General Manager (Club GM) and review all daily activity, incident, violation and accident reports and follow—up actions.

The POA Administrative Assistant will oversee the community to ensure residents, property owners, club members, guests, employees, and vendors comply with security, safety, and aesthetic protocol.

Administration: Security/Maintenance/Services

Administer and manage in accordance with all laws, policies and procedures
Track legal updates and stay familiar with State Statutes and Boca Grove Plantation Legal Governing Documents. Stay current on hot topics.
Develop and implement operational policies and procedures, in accordance with those outlined by the Club GM.
Implement strategies of the community security including but not limited to, access control systems, patrol operations, surveillance, internal investigations, workplace violence, disaster preparedness and crisis management.

Coordinate with PM the interface with law enforcement agencies, fire/rescue departments, and Security Directors from area communities.

Coordinate with PM the overseeing of Emergency Response in the community in the event of a major crisis (hurricane, flood, terrorist attack) and utilize local resources as needed.

Communications

Works with Director of Membership and Director of Communications to identify membership lifestyle “touch points” and communicate via social media, press releases, etc.
Works in conjunction with the Social Manager and Activities Manager to arrange that event photos are taken, edited, posted on socials and properly filed on network server.
Work with the Director of Communications to devise a comprehensive creative strategy that encompasses our brand across all channels.
Implement a variety of content and formats based on different situations and circumstances.
Support team members by gathering information and content, distributing printed materials and assist with administrative duties.
Follow communication calendar and implement with other departments to produce regular features/stories
Writes, composes, or edits all club magazine and newsletter articles; collects, organizes and submits all copy for production on a timely basis; proofs contents for corrections and changes; responsible for design and layout of page format and cover design.
Provides administrative support to Membership Services office and drafts correspondence to members and non-members as needed to support the Communications Department.
Assists Director of Membership in recognizing member “life events;” orders flowers and prepares cards and memorial donations as appropriate and requested.
Completes other special projects and assignments as directed by the Membership Director.

Financial Management

Tracking of Violations in a timely manner accordance to the law.

Operations

Enforce and [or assure reasonable enforcement of traffic and other association rules and regulations including, but not limited to, the conduct and documentation of visual and physical surveys of unoccupied homes and construction sites and issuance of violation notices and [or citations as necessary.
In conjunction with the Property Manager (PM), oversee Communications with property owners to include safety, security and property updates via letters, e-mails, monthly publications, and web-site updates. Provide telephone/resident support to homeowners regarding requests complaints and seeking information.
Oversee and administer hardscapes, perimeter fencing, residential street drainage, community and common lighting for landscaping and streets, street maintenance, reflectors, paving, and cleaning, repairing of worn areas,
Oversee issuing contracts based on best judgment, taking into consideration price, reliability, and methods of proposed for completion of work.

Confer and coordinate with PM the builders, developers, contractors, realtors, other association departments, club personnel, governmental, law enforcement, and emergency services agencies, utilities, and property owners on security to assure reasonable adequate community safety and security; resolve problems; solve interrelated administrative, organizational, and technical problems; and minimize public inconvenience and undue disruption of community operations and services.

Oversee Disaster Preparedness. Work with team members to effectively develop emergency management, continuity and recovery plans. Bring in professionals to facilitate improvements in the plans. Utilize local resources and first responder professionals as needed.

Work with Realtors, Builders and Brokers.

Help to develop positive community reputation among business partners, vendors, and prospective residents.

Ensure safety and security of members, residents, staff, guests, and vendors and regularly monitor/get bids for/order supplies. Updating and maintain facility, infrastructure and property maps.

Make frequent on-site inspection tours of all operations. Periodically inspect the cleanliness and operating condition of grounds to determine that such are receiving adequate care and maintenance.

Oversee the operation of contractors performing work, including, but not limited to, investigation as to bonding, insurance, materials, workmanship, warranties, and other conditions of the contract.
In conjunction with PM, oversee Welcoming and Processing New Residents.
Serve with PM as Resident Liaison and resource for community information and respond to questions, problems, or concerns.
Review, investigate and disseminate residents' complaints to appropriate department. Follow-up on service employee assignments of tasks to insure successful completion.
Keep all licenses, certificates and organizational memberships current. Add others as needed or assigned.
Participate in continuing education, earning advanced designations as opportunities and budgets allow.
Perform special projects and work with Club staff as assigned.
Perform special projects as assigned.

Architectural Control Committee (ACC)

In conjunction with PM, serve as resident liaison to the ACC.

Attend all ACC meetings while maintaining all minutes, agendas and general coordination administratively to the ACC.

Prepare mailings and develop and maintain such documents, procedures and other organizational materials.

In conjunction with AGM, oversee updates to the ACC Guidelines.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A knowledge base of violation collections is required.

Education and/or Experience

High school diploma, business school, college or equivalent of education and experience; CAM license; CPR, AED, and First Aid certifications; maintain valid current State of Florida driver's license, minimum 3 years-experience in administration; knowledge of basic office management, basic computer knowledge and word processing experience.

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Certificates, Licenses, and Continuing Education

Must agree to keep abreast of the current trends in community security management through formalized continued education programs as approved by the State of Florida and other appropriate organizations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit. The employee is occasionally required to stand, walk and reach with hands and arms.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust focus.

Boca Grove

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