Community Access Coordinator

Duties and Responsibilities:

• Responsible for the operation and maintenance of the Gate Access Security System
• Primary contact with Gate Access System vendor to ensure that the system is meeting the ROA requirements and that software updates are timely and correctly implemented.
• Primary contact for vendors supporting hardware and software used at Reynolds Security Gates.
• Responsible for all data, whether through direct input or import, including owners, employees, vendors, addresses, phone numbers, departments and directions into tables for Gate Access System to download.
• Provides daily activity reports to use in reconciling the cash received by security officers for daily passes sold. Coordinate discrepancies/ reconciling items with security officer/ manager on an as needed basis.
• Receive and process online property owner transponder applications and distribute transponders.
• Registers vendors for annual transponder purchases and issues transponders when fees are paid.
• Maintains Gate Access Program knowledgebase thorough training classes, reading or contacting technical support to increase the efficiency of the system.
• Prepare and conduct Gate Access orientation, training classes & training packets for all managers, authorized employees, security guards, and property owners.
• Onsite person for all questions or concerns of the running of Gate Access system.
• Maintains all updates such as owner sales, new employees, and new vendors.
• Assist with updates made to the ROA website, including training and support for property owners in the use of the ROA website, in particular with the Gate Access System.
• Generate new knowledge in the form of reports, tutorials, and other documents relevant to project work and standard operating procedures.
• Have the lead role/responsibility for Community Access ROA projects, and a supporting role for other projects as assigned.
• Develop plans and timelines for carrying out the projects.
• Communicate regularly with participants (property owners, security officers, peers and other ROA employees) to ensure their needs are being met.
• Work with the ROA team to ensure that all project obligations are met in a reasonable timeframe.
• Provide general administration in support of ROA Operations Manager, ROA Accounting Manager or Director of ROA and Development.
• Secure the use of resources by negotiating with vendors. Assist with office supply inventory.
• Updates Accounting database with property owner information and communicates to appropriate departments of changes to owner addresses, phones, & emails.
• Ensures that multiple property owner databases are in agreement and are updated on when differences are identified.
• Contribute to orientation and training of new staff.
• Works closely with Club Membership in sharing of property owner information and status.
• Cross trained to perform a variety of ROA accounting and administrative functions as needed.
• Ensures that at least one ROA office employee is cross trained in all areas of this position’s responsibilities.
• Assist in processing outgoing and incoming mail daily.
• Assists in the scheduling and billing of Owner’s mailbox installation and repair billing for accounting.

Qualifications/Requirements/Experience/Education:

• Minimum of 3-5 years clerical and administrative work experience.
• Able to work independently with minimal supervision but thrive in a highly dynamic, energetic and demanding team.
• Ability to perform a variety of tasks and to accept new projects as assigned
• Interest in and proficiency with computers and various software programs including MS Office suite. Ability to learn to use new software programs. Must continue training in MS office to enhance skill set. A demonstrated expertise in using the Internet is essential.
• Strong oral and written communication skills
• Excellent organizational skills
• Commitment to service and client-oriented