Overview
Administrative Support Specialist Jobs in Dallas, TX at Imagine Unlimited LLC
Overview
Water Glades Condominium is located on Singer Island. It is an oceanfront complex situated on the northern end of the island, featuring three high-rise towers, each with their own HOA Boards and a POA. The property offers panoramic views of the Atlantic Ocean and Intracoastal Waterway; residents enjoy direct beach access, resort-style amenities including multiple pools, tennis courts, a clubhouse, and close proximity to MacArthur Beach State Park, all on a sprawling 11-acre property with lush tropical landscaping.
Position Summary:
This position reports directly to the Office Manager and will assist with the day-to-day administrative tasks, including handling homeowner inquiries, processing payments, coordinating maintenance requests, enforcing community rules, and preparing necessary documentation for board meetings, all while ensuring compliance with association regulations and providing excellent customer service to residents and supporting the POA Board of Directors.
Key Job Responsibilities:
Customer Service:
Greet everyone that enters the building and provide direction and guidance as necessary.
Answer calls with exceptional phone etiquette and communication skills.
Assist walk-in residents with various needs.
Field resident questions, concerns and complaints.
Owner Needs/Communications:
Respond to resident inquiries via phone, email, and in person about association policies, rules, building access & parking requests and billing issues.
Distribute community updates, newsletters, and important information to residents.
Manage resident portals and online communication platforms. Educate and train owners as needed.
Accounts Receivables:
Assist in collecting monthly association dues and special assessments from residents. This includes calling owners on the phone and keeping a log of all conversations and payment promises.
Keeping track and sending out notices of late assessment after 30 days.
Keeping a database of all checks received at the office and reconciling with bank deposit report.
Submission of weekly and monthly overdue receivable reports
Posting of all payments received at the office.
Posting late fees, interest, and any applicable legal fees.
Coordinating with accounting/bookkeeping firm and providing them with prompt information.
Support BOD members in new bank account openings, changing of signature cards and maintaining all records.
Accounts Payable:
Onboarding & entry of new vendors into Enumerate; continuously maintaining active vendors.
Coding all invoices using G/L’s assigned during annual budget.
Process invoices and submit timely into Enumerate in accordance with contract terms.
Bookkeeping:
Assist in the annual budget process.
Monitor/analyze budget to actuals monthly.
Maintenance Coordination:
Support Property Manager to receive and log maintenance requests from residents.
Coordinate with vendors for repairs and maintenance of common areas.
Maintain all vendor contracts in pdf and network share folders.
Monitor the status of ongoing maintenance projects.
Compliance and Recordkeeping:
Ensure adherence to association bylaws, rules, and state regulations.
Maintain accurate resident files and property records.
Prepare and distribute meeting agendas and minutes for Board meetings.
Administrative Tasks:
Manage office supplies and equipment.
Coordinate community events and activities as needed.
Provide support to the Board of Directors with administrative tasks.
All other tasks and projects as needed.
Requirements:
Minimum 5+ years related experience
Exceptional organizational & time management skills
**Advanced proficiency in Microsoft Excel and Word
Exceptional analytical and communication skills
Detail-oriented and ability to prioritize and organize
Understanding of accounting and General ledgers
Ability to perform at a consistently high quality in a fast-paced environment
Experience in finance, accounting, or related discipline.
Job Types: Part-time, Temp-to-hire
Schedule:
4 hour shift
8 hour shift
Day shift
Monday to Friday
No nights
No weekends
Work Location: In person
Title: Administrative Support Specialist
Company: Imagine Unlimited LLC
Location: Dallas, TX
