Job Description

 

Description:

Pelican Bay Foundation is the premier luxury community in Naples, FL. One of the area’s largest exclusive enclaves, situated on more than three square miles and bordered by pristine white-sand beaches, our community offers the most diverse slate of amenities and activities anywhere in the region, and we are seeking a full-time Administrative Assistant.

The Foundation manages all common areas, including two beach facilities and two private beachfront restaurants, two tennis facilities, two boardwalks, the Fitness Center and Wellness Studio, the Community Center, and approximately 90 acres of land. The Foundation also provides services and amenities including the tram transportation system, beach amenities, covenant enforcement, safety and security, community, member services and administrative functions.

Our team is a very important part of the community and are responsible for delivering an exceptional experience for our members. We offer a competitive total compensation and benefits package and pride ourselves in providing a fun, evolving, culture-centric work environment.

We are looking for an enthusiastic, self-motivated, energetic individual who is skilled in providing consistent application of all of the Governing documents and Design Guidelines for Pelican Bay by providing excellent customer service and support to the Director and take direction from other staff within the department.

Hours are 8:30 a.m. – 5:00 p.m., Monday - Friday

Requirements:

In this role, you will:

• All administrative/clerical duties for the department, including managing, maintaining and preparation of all correspondence, emails, memos, documents, forms, form letters, applications, manuals, guidelines, project lists, spreadsheets and reports related to covenants violations, design review and construction activities with an attention to detail and accuracy
• Preparation of Meeting Agendas, Minutes, and Notices for monthly Design Review Committee Meetings, Special Meetings and Workshops, including posting to website
• Daily file maintenance, scanning/ filing/maintaining the document management system, for all Foundation official documents and those related to the Department to ensure all documents are properly scanned, indexed, and archived
• Initial and follow-up response to all telephone inquiries and/or complaints from members, property managers, board members; must respond as appropriate within 24 hours
• Respond and verify information for Member Services Estoppel Requests within 24 hours
• Maintain, order and receive all office supplies and needs while practicing fiscal responsibility in keeping with monthly budget
• Daily communication with Director and other staff of on-going activities
• Other duties as assigned

Education:

• 3-5 years of administrative experience in a professional environment required. Experience in the community association management industry, real estate, legal or property management industry preferred, but not required
• High School Diploma/Equivalent-GED required; two-year degree in Business, or relevant field preferred, but not required
• Advanced working knowledge with MSOffice (Word, Excel, PowerPoint)
• Advanced working knowledge in Document Management Systems, Dropbox, SharePoint, Zoom and/or Lifesize, Teams Meetings/similar programs

Skills & Experience:

• Proven problem-solving skills
• Maintains and protects confidential information
• Organized, with the ability to multi-task
• Ability to work independently and as part of a team
• Must be able fast learner. Must have a general understanding of governing documents, (Covenants, Declarations, PUD, Design Guidelines, Rules and Regulations, and related documents) within 6 months of employment
• Ability to stand; walk; use hands to touch, handle, or feel; reach with hands and arms; climb or balance; stoop; kneel; crouch; or crawl; and talk; or hear with the ability to remain in a stationary position at a desk 75% of the time
• Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception; may lift up to twenty-five pounds
• Constantly operates a computer and other office machinery, such as photo copier, scanner, fax machines, telephones, calculator, and computer printer

Key Competencies:

• Detail-oriented with keen attention to accuracy
• Must work well under pressure with the ability to meet tight deadlines
• Must be organized, a self-starter, and able to work independently to fulfill job responsibilities
• Must have excellent time management skills, including the ability to meet deadlines, manage workflow amid shifting priorities
• Collaboration
• Provide superior service to internal and external customers
• Must be able to communicate in English effectively and efficiently, both verbally and in written form
• Every person joining our Foundation will share our Core Values:

• Community
• Respect
• Competency
• Teamwork

EEO Employer

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