Job Description

Position Summary

This is a responsible public communication, administrative and clerical work position involving the receipt of calls made by residents of a condominium community relative to safety, maintenance work, and welfare services.


The general purpose of this position is to receive, properly categorize, convey to the appropriate field supervisor maintenance work from residents of a large condominium community. The work requires that the employee have good knowledge of the various maintenance services provided by the Heritage Village Master Association, Inc. be detail and service oriented and have good skills and ability in entering and updating computerized maintenance records.

Essential Duties

Receive, screen acquire accurate information and determine appropriate referral or response to maintenance emergency, administrative and informational calls from many sources but primarily from residents of the condominium community. Receive and review maintenance work requests which are manually prepared and submitted by residents and/or computer generated. Sort and enter such requests into computerized file system and/or selected logbook according to the maintenance type, function, e.g. plumbing, carpentry, painting, etc., that will perform the specific maintenance task. Forward computer-generated maintenance work request to appropriate Field Supervisor who returns the request containing the type of work to be performed and estimated date of completion to the Resident Service Center. Batches on a daily basis computerized maintenance work requests by anticipated dates of completion and forwards those requests to be undertaken for the current work week to the appropriate Field Supervisors. Maintain and update various records, such as roof leak failures, pipe freeze-ups, etc. Processes approvals and inspections of landscape and maintenance variance requests in collaboration with Field Supervisor and Compliance Officer. Schedule trades as needed. Communicate with Condominium President all approved variance requests as well as the schedule for major projects such as roof replacements. Maintain a computerized file on those work requests where follow-up is required and schedule work accordingly. Receive phone calls from residents regarding maintenance problem that require immediate or emergency attention. Tabulates maintenance work requests that have been completed during the month and provides input for the preparation of the monthly report. Schedule glass replacement and interior painting appointments for the Carpentry and Painting Field Supervisor. Provide clerical and administrative assistance during operations. Performs related work as required.

PROFESSIONAL REQUIREMENTS

Good knowledge of the geography of the condominium community including location of buildings and facilities so that directions can be given, and emergency response can be achieved in an efficient manner. Good knowledge of the operations of word processing and telecommunications equipment. Good ability to read and understand and follow departmental policies, rules and instructions. Good ability to speak clearly in a well-modulated voice and to use good diction. Considerable ability to establish and maintain effective working relationships with coworkers, residents, local authorities and the general public. Good knowledge of general office procedures including the operation of personal computer, printer and calculator. Good computer data entry skills. Good ability to understand and follow oral and written instructions. Good ability to complete assignments in a timely fashion. Good ability to organize and maintain records and files. Good ability to make standard decisions in accordance with established procedures.

ADDITIONAL REQUIREMENTS

A high school diploma with course work in service-oriented computer technology, plus three to five years of clerical/administrative experience involving public contact, such as customer service. Valid Connecticut driver's license.

PHYSICAL REQUIREMENTS

The physical mental 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 frequently required to sit and talk and listen. The employee is occasionally required to walk; use hands to finger, handle, or operate office equipment; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Must be able to read and comprehend basic documents such as instructions, operating and procedures manuals and business correspondence. This position requires the ability to effectively present information in one-on-one situations.