Facilities & Resources Assistant

About our Association:

Overview: 

Responsibilities: 

• Weekly Accounts Payable Processing, including reconciling any discrepancies.
• Prepares Open Space Staff Report, performed bi-monthly. 
• Daily Work Order Oversight includes those related to County (VDOT, Dominion Energy, etc.) maintenance items. 
• Acts as liaison on all Facilities & Resources matters between BCC departments, Board of Trustees, Cluster Representatives, Homeowners, Third Party Contractors, and Open Space and other BCC Committees. 
• Performs weekly inspections, further defined at the end of this position description. 
• Maintains all drawings and surveys electronically and physical copies.
• Oversight of Tennis Call reservation system. 
• Quarterly maintenance of Facilities & Resources files on F Drive and in office, may include high volume copying and scanning. 
• Request, organize, and update as needed contracts and certificates of insurance. 
• Receives all visitors to the Facilities & Resources Department. 
• Create and maintain Facilities & Resources training manuals. 
• Generates HOA notices specific to open space projects (providing scope of work and service dates. 
• Creates ARB and Open Space applications for review and approvals. 
• Notifies Open Space Committee and impacted residents, when applicable, of tree removal projects.
• Assist with Burke Centre Festival as needed. 
• Contract processing and quality control, including verification that all contracts are valid before work commences. Verification includes signatures, business license, W9, and certificate of insurance copies (certificate of insurance must list Burke Centre Conservancy as an additional insured). 
• Facilitates resolutions to homeowner complaints and concerns.

 Qualifications:

• 1-2 years property management experience preferred in a similar role. 
• 1 – 2 years customer experience desired. 
• Knowledge of basic accounting principles. 
• Must be organized and detail oriented. 
• The ability to multi-task and work independently is a key component of the position. 
• Must have a valid driver’s license and willing to use personal vehicle for site inspections and meetings. 
• Must be able to participate in evening meetings onsite and via Zoom. 
• Basic to intermediate knowledge of Microsoft Office platform is desired as well as experience entering work orders in Enumerate (formerly TOP’s). 
• Bilingual (Spanish and English) is desirable not necessary.

Physical Requirements:

• Normal or corrected vision and hearing. 
• Physically able to lift at least 60 lbs. and carry that weight at least 25 feet. 
• Stamina to walk more than 5 miles daily. 
• Ability to negotiate difficult terrain and walk-up hills. 
• Ability to communicate with others effectively in written and oral formats. 
• Must be able to withstand working outside in high heat or cold conditions.