Administrative Assistant II

POSITION SUMMARY: Provide primary assistance and customer relations support to consumers that visit or contact the Lakewood Ranch Information Centers.
Administrative Assistant II will also provide administrative support to the Community Guide Team, Realtor Liaison, and the Information Center Manager.
WORK SCHEDULE: • Monday 9:00 am – 5:30 pm (with a 30 min lunch break) • Thursday – Saturday 9:00 am – 5:30 pm (with a 30 min lunch break) • Sunday 11:30 am – 5 pm • Days off would be Tuesday & Wednesday • Weekend work is required • Additional hours for special event activity may be occasionally required.
ESSENTIAL FUNCTIONS: The Lakewood Ranch Administrative Assistant II acts as first point of contact for visitors to Lakewood Ranch.
Once the visitor is greeted and registered, the administrative assistant turns the consumer over to a Community Specialist for more information.
Duties include but are not limited to: 1.
Greet customers at the Information Center and assist Community Specialists with Customer Registration using CRM.
2.
CRM Database entry, record search and report generation for consumer, Realtor and contract records.
3.
Support all clerical aspects of the Information Center including staffs' scheduling changes, coordinating building maintenance with vendors and property management team, mailing brochure and collateral material, invoicing, supply ordering and other related assigned duties.
4.
Support Customer & Realtor Events such as Bus Tours with scheduling assistance and other tasks as needed.
5.
Respond to telephone and email inquiries, answering general questions or direct call/inquiry to correct contact for follow-up.
As such, the following is needed to respond to requests correctly (training provided): a.
Understand Points of Contact throughout the community: Builders, Community Services, Marketing, Outside Community Organizations, Homeowner Associations b.
Familiarity with Lakewood Ranch History and Development, Community Amenities, Lifestyle, etc.
c.
Local Event Information d.
Knowledge of Lakewood Ranch Builders and their model locations, price range and amenity offerings; direct consumers to locations of interest.
e.
Provide accurate and clear directions to locations throughout and surrounding Lakewood Ranch, including builder models and community amenities.
f.
Knowledge of LWR Realtor and Builder Programs as they pertain to visitors to the Information Centers; provide information and answer questions as needed.
6.
If Community Specialist is unavailable to assist a visitor, ask pertinent and leading questions of the visitor to determine their individual needs and provide tailored information for them based on those needs.
7.
Assist in staffing and greeting at “special events” including groundbreakings, grand openings, promotions and other related on-site and community events as needed.
8.
Participate in on-going Information Center training programs, monthly staff meetings, builder sales representative meetings, quarterly builder meetings, etc.
9.
Assist Information Center Manager and Community Ambassadors with other tasks and duties as may be required from time to time.
SKILLS & ABILITIES: 1.
Neat, professional appearance.
2.
Exceptional interpersonal, communication and customer service skills.
Experience in Customer Relations or Customer Service preferred but not required.
3.
Ability to understand and follow oral and written directions including procedural guidelines.
4.
Conscientious, with ability to lead decision-making and ensure operational best practices are implemented.
5.
Flexible and adaptable to varying levels of customer volume, and operational needs.
Ability to multi-task with attention to detail.
6.
Team Player.
7.
Experience with database entry, preferably using a CRM System.
8.
Proficient using Microsoft Office 2007 including Outlook, Word and Excel as well as confident with typing.
9.
Ability to continually learn new community information and details.
WORK ENVIRONMENT: Split between office and sales center (customer / public facing) environment.
LWR Communities offers competitive salary commensurate with skills and experience.
We offer excellent benefit plans for our full-time employees which includes Health, Dental, Vision, Life and Disability Insurance, PTO, 401K, etc.
LWR Communities is a Drug Free Workplace.
If offered a job, candidates will need to successfully pass a pre-employment drug test.
Please note that the company Drug Free Workplace policy includes reasonable suspicion, post-accident, and random testing.
LWR Communities is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, sexual orientation, protected veteran status, disability, age, or other legally protected status.