ARB ADMINISTRATIVE ASSISTANT

General Definition of Work

The Hampton Hall Club ARB Office Administrative Assistant assists with management and administration of the day-to-day operations of the Architectural Review Board. You will handle customer service functions including the logging of work orders and answering phone calls as well as providing administrative support to ARB Board. This position is reported directly to the Assistant General Manager.

Essential Functions

The following functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Provide administrative support to the ARB Board who assures that the policies, resolutions, and other acts of the ARB Board are carried out.
• Provide exceptional customer service.
• Record, date, and time stamp incoming applications daily.
• Greet all homeowners and visitors coming to the Association office.
• Assist all walk-in customers with ARB questions and procedures.
• Maintain ARB filing- homeowner filing, correspondence, work orders, accounting documentation, etc.
• Mailings, as directed by ARB.
• Meet with ARB Chair weekly to ensure completion of open action items.
• Proof and Mail Violation letters and add notes to file when owners call, and record fines as needed.
• Greet builders, contractors and homeowners that visit the office and provide customer service.
• Assist with basic ARB Guidelines & ARB Applications questions
• Track contractor annual general contractor license, town business license, insurance (general liability & worker's compensation).
• Has knowledge and understanding of Hampton Hall’s company policies.
• Receive ARB submittals of ARB applications and design plans, review fees, deposit checks and record receipt in spreadsheet.
• New ARB Submissions - post checks, copy submission & check for accounting, add submission to spreadsheet, add to agenda,
• Create ARB agenda and materials for bi-weekly meetings
• Transcribe meeting minutes and generate and mail determination letters.
• Process final inspection requests and issue deposit refunds as approved by the ARB Chair and ARB Board.
• Issue ARB Construction Permits as directed by the ARB Board
• Performs other duties as assigned

Knowledge, Skills and Abilities

• Thorough understanding of filing systems.
• Team player with the ability to establish and maintain effective relationships with the members supervisory and administrative staff, employees, and guests
• Ability to maintain confidentiality of all member information
• Ability to effectively prioritize daily schedule, manage time, self-start on projects, and work independently
• Must handle stressful situations in a professional manner
• Ability to make decisions and solve member requests and concerns in a timely manner
• Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to members and staff
• Must be proficient in MS Word, Excel, Outlook, MS Publisher (or similar publishing programs)
• Strong analytical and problem-solving skills
• Excellent attention to detail
• Creative writing and graphic design skills
• Professional demeanor and presentation always

Education and Experience

• Bachelor’s degree in business administration and two (2) years’ experience OR
• Three (3) years’ relevant experience, OR
• Any equivalent combination of experience and training that provides the required knowledge, skills and abilities

Special Requirements

• Ability to drive a golf cart
• Valid driver’s license

Physical Requirements

This work requires the regular exertion of up to 10 pounds of force and frequent exertion of up to 25 pounds of force; work regularly requires sitting, speaking, or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching, or crawling, reaching with hands and arms, pushing or pulling and lifting; work has no special vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken work; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, using of measuring devices and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with computer printers, light traffic).

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