Professional Community Association Management Since 1984
customercare@ciaservices.com
Houston 713-981-9000
San Antonio 210-490-0000
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Home > About Us > Careers > Career Opening
Date:
Description:
As of 08-16-2021
Clubhouse Admin (Conroe) / Community Specialist (Humble)

 

Career Category Description

Community Specialist OVERVIEW:

Administrative Personnel performs general clerical and administrative duties. This position serves as a representative of C.I.A. Services, Inc. Work hours are either 8:00 am to 5:00 pm or 9:00 am to 6:00 pm., 10:00 am to 7:00 pm, or 11:00 am to 8:00 pm. The following job description is an overview of the position’s responsibilities, however in order to maintain a "team concept" everyone may be called upon to assist in other areas in order to provide our clients with the best possible service.

Community Specialist Job Description

Clubhouse Admin / Community SpecialistOVERVIEW:

Performs general clerical and administrative duties, as well as daily facility functions. This position serves as a representative of C.I.A. Services, Inc., working onsite in one of our communities, part-time in Conroe, and part-time in our Humble office. Work hours are Thursday - Monday, 9:15 AM - 6:15 PM (off Tuesday and Wednesday). This position’s hours occasionally change based on special needs due to community events.

 

The Clubhouse Admin / Community Specialist must possess the following skills:

  • A professional, helpful demeanor
  • Excellent customer service and the ability to get along with people
  • Analytical and critical thinking skills
  • Excellent written and oral communication skills
  • Leadership abilities
  • Well organized and detail oriented
  • Good judgment skills
  • Time management
  • Handle multiple tasks efficiently
  • Ability to react calmly in stressful situations
  • Resourceful
  • Creative
  • Self-Motivated and Disciplined

 

The following job description is an overview of the position’s responsibilities, however in order to maintain a “team concept,” everyone may be called upon to assist in other areas in order to provide our clients with the best possible service.

Club Admin:

  • Assists the Lifestyle Team with day-to-day responsibilities.
  • Answer inquiries and questions, handle complaints, troubleshoot problems and provide correct information in a professional manner.
  • Greet visitors at the office; serve as the receptionist.
  • Document all communications in RedDog as appropriate, including notes and/or comments. Follows up on communications, as necessary.
  • Perform basic accounts receivable data entry, such as deposits and invoicing.
  • Perform data entry, such as name changes, communication information and address updates.
  • Prepare written correspondence to homeowners.
  • Update Key Names and notes in RedDog.
  • Assists the Lifestyle Team with day-to-day responsibilities.
  • Performs daily mailing, photocopying, emails, image posting, scanning, and filing as needed.
  • Ensures electronic access information is up to date within access system, Brivo.
  • Maintains inventory of all access devices and access through access system, Brivo.
  • Coordinate facility calendars and communicate availability.
  • Assists with handling requests by owners to rent community facilities such as the clubhouse, meeting room, etc.
  • Maintain schedule for onsite private rentals.
  • Assist with coordination for attendants for private rentals where applicable.
  • Follow up with any concerns/issues resulting from any private rental.
  • Provide Lifestyle Manager a rental schedule for weekends/on call purposes.
  • Provide reports related to facility rentals to Lifestyle Manager as needed.
  • Assist residents with paddle boat operations.
    • Visually inspect each boat to ensure sea worthiness (report issues to the Team).
    • Select proper sized vest and assist riders putting on vests.
    • Verbally give safety and operational instructions to every passenger.
    • Ensure each rider has digitally signed the indemnification form.
  • Legibly record indemnification, inspect receipts, and utilize boat log to record each responsible party for all boat departures.
  • Monitor activities to ensure adherence of paddle boat rules and safety procedures or/and arrange for the removal of unruly guests.
  • Maintain a consistently clean environment by spot cleaning boats, removing trash, and picking up debris around desk, docks and amenity facilities.
  • Inspects filter at splash pad daily. Rinses filter if necessary.
  • Respond to emergency situations effectively and report any boat collisions and accidents to management in a timely manner.
  • Walks facilities/grounds at minimum twice daily to ensure cleanliness and safety standards are being met; report any issues to supervisors.
  • Monitor and report unsafe conditions to management promptly.
  • Coordinates refreshments for all community meetings/seminars when asked.
  • Communicates with Lifestyle Manager regarding facility issues, access and inspections.
  • Performs additional responsibilities as needed

Community Specialist:

  • Answers all incoming calls including calls from owners, residents and business professionals.
  • Documents all communications in Red Dog system as appropriate, including notes and/or comments and contact information for the callers. Follows up on communications as necessary.
  • Answers inquiries and questions, handles complaints, troubleshoots problems and provides correct information in a professional manner.
  • Serves as the advocate for the incoming caller and provides follow-through to ensure the call receives resolution.
  • Handles a large volume of the calls to and from the members, such as, but not limited to assessment collections, deed restrictions, architectural issues, facility rentals and any other general calls regarding the Association.
  • Performs caller verification to ensure the call is connected to the right party.
  • Performs additional responsibilities as requested.

 

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

 

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty described above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Job Technical Knowledge

  • Demonstrates proficiency in areas of responsibility
  • Speaks clearly and persuasively in positive or negative situations
  • Writes clearly and informatively
  • Uses time and resources efficiently
  • Demonstrates commitment to quality, accuracy, and thoroughness

Decision Making/Problem Solving

  • Collects data and synthesizes information to solve problems
  • Identifies and resolves problems in a timely manner
  • Exhibits sound and accurate judgment

Business Sense / Customer Service

  • Responds promptly to customer needs
  • Responds well to questions and maintains confidentiality
  • Manages difficult or emotional customer situations
  • Changes approach or method to best fit the situation

Professional Growth

  • Reacts well under pressure
  • Adapts to changes in the work environment, including delays or unexpected events
  • Manages competing demands

Teamwork

  • Treats others with respect and consideration regardless of their status or position
  • Balances team and individual responsibilities
  • Self-directed; takes initiative as appropriate
  • Contributes to building a positive team spirit

Language, Math and Reasoning

  • Ability to read and comprehend simple instructions, short correspondence, and memos.
  • Ability to write simple correspondence.
  • Ability to effectively present information in one on one and small group situations to customers, clients, and other employees of the organization.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

 

EDUCATION, EXPERIENCE, and TRAINING:

  • High school diploma or general education degree (GED)
  • One to three months related experience and/or training; or equivalent combination of education and experience.
  • Strong letter writing skills preferred.

 

CERTIFICATES, LICENSES, REGISTRATIONS:
There are no specific requirements for this position.

 

COMPUTER SKILLS:

  • Intermediate level keyboard and typing skills
  • Basic Internet skills
  • Intermediate MS Outlook, Word, Excel, Adobe Acrobat, and other basic software functions
  • Minimal ability to trouble-shoot issues with computerized office equipment

 

PHYSICAL DEMANDS - The physical 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.

  • The employee must regularly lift and /or move up to 30 pounds.
  • While performing the duties of this job, the employee is frequently required to walk, sit for long periods of time, stand, and reach with hands and arms.
  • While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to handle, or feel.
  • While performing the duties of this job, the employee is occasionally required to climb or balance, as well as stoop, kneel, crouch, or crawl.

 

VISION REQUIREMENTS:

  • Close vision (clear vision at 20 inches or less)
  • Distance Vision (clear vision at 20 feet of more)
  • Color vision (ability to identify and distinguish colors)
  • Depth perception (three-dimensional vision, ability to judge distances and spatial relationships).

 

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • This position works in an environment with moderate to heavy noise level.
  • This position works in a community center environment.
  • While performing the duties of this job, the employee is occasionally exposed to wet or humid conditions, as well as other outdoor weather conditions.
  • While performing the duties of this job, the employee may be exposed to extreme cold or extreme heat.

 

Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

Community Specialists

• Answers all incoming calls including calls from owners, residents and business professionals.
• Documents all communications in Red Dog system as appropriate, including notes and/or comments and contact information for the callers. Follows up on communications as necessary.
• Answers inquiries and questions, handles complaints, troubleshoots problems and provides correct information in a professional manner.
• Serves as the advocate for the incoming caller and provides follow-through to ensure the call receives resolution.
• Handles a large volume of the calls to and from the members, such as, but not limited to assessment collections, deed restrictions, architectural issues, facility rentals and any other general calls regarding the Association.
• Performs caller verification to ensure the call is connected to the right party.
• Performs additional responsibilities as requested.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty described above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Job Technical Knowledge
• Demonstrates proficiency in areas of responsibility
• Speaks clearly and persuasively in positive or negative situations
• Writes clearly and informatively
• Uses time and resources efficiently
• Demonstrates commitment to quality, accuracy and thoroughness

Decision Making/Problem Solving
• Collects data and synthesizes information to solve problems
• Identifies and resolves problems in a timely manner
• Exhibits sound and accurate judgment

Business Sense / Customer Service
• Responds promptly to customer needs
• Responds well to questions and maintains confidentiality
• Manages difficult or emotional customer situations
• Changes approach or method to best fit the situation

Professional Growth
• Reacts well under pressure
• Adapts to changes in the work environment, including delays or unexpected events
• Manages competing demands

Teamwork
• Treats other with respect and consideration regardless of their status or position
• Balances team and individual responsibilities
• Self-directed; takes initiative as appropriate
• Contributes to building a positive team spirit

Language, Math and Reasoning
• Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one on one and small group situations to customers, clients and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

EDUCATION, EXPERIENCE, and TRAINING:
• High school diploma or general education degree (GED); and one to three months related experience and/or training; or equivalent combination of education and experience.
• Strong letter writing skills helpful.

CERTIFICATES, LICENSES, REGISTRATIONS:
• There are no specific requirements for this position.

COMPUTER SKILLS:
• Intermediate level keyboard and typing skills
• Basic Internet skills
• Intermediate MS Outlook, Word, Excel and other basic software functions
• Minimal ability to trouble-shoot issues with computerized office equipment

PHYSICAL DEMANDS - The physical 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.

• The employee must occasionally lift and /or move up to 30 pounds.
• While performing the duties of this job, the employee is regularly required to sit and stand, as well as speak and listen.
• While performing the duties of this job, the employee is frequently required to use hands to reach, handle, or feel.

VISION REQUIREMENTS
• Close vision (clear vision at 20 inches or less)

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• This position works in an environment with moderate to heavy noise level.
• This position works in a call center environment.

Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

© C.I.A. Services, Inc. | Last Update: 08-17-2021

Send your resume:
Clubhouse Admin (Conroe) / Community Specialist (Humble)

If you are interested in becoming part of our team, please send your resume by mail or by clicking below (attach resume in Word or PDF format). If we do not have an appropriate opening for you at this time, we will keep your resume on file for future consideration.

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Did you know?

Our Customer Service Center is open from 8 a.m. to 8 p.m. Monday through Friday. Call us at:

  • 713-981-9000 (Houston)
  • 210-490-0000 (San Antonio)
  • 866-219-0563 (toll free)

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