La Nita R. Smith

*Holds active Top Secret Clearance (since August 2022)- SCI eligible*

· Responsible for coordinating schedules within the Cross-Functional Team (CFT) as well as Government Department of Defense (DoD) personnel within the CFT.

· Coordinates internal and external resources, and cultivate relationships

· Supports Executive Principal Director’s Executive Assistant (as internal representative) for scheduling Principal Director’s CFT related meetings/ events

· Oversees the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting

· Provides direct administrative support as needed, including scheduling appointments, meetings, and events, reserving the conference room with building management, booking travel, maintaining filing system, and updating contact databases and employee lists

· Exhibits familiarity with government contracting process, federal guidelines on procurement, SOWs, RFP/RFQ, and compliance

· Processes CATMS (Correspondence and Task Management System) Taskers for CFT Leadership in the TMT (Task Management Tool) system which allows tasks to be created, delegated, assigned, and responded to for various tasks through-out the DoD

· Demonstrates high level of written and oral skills

· Exhibits familiarity with Human Resources management, policies, and procedures

· Onboarding of contractors, and military personnel to include GS-14’s, Lieutenant Colonel’s, and Major’s, while establishing their Memorandum of Agreement, FMDR, and Action Memo’s to process with OUSD S&T personnel

· As needed trips to Pentagon depending on current project/assignment

· Possesses ability to organize, coordinate, and oversee events and meetings

· Demonstrates effective interpersonal skills

· Coordinates preventative maintenance inspections with building management

· Writes policies and procedures and follow through to implementation

· Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, responding to emails, word processing (format, correct spelling and/or grammatical errors, and assigning and monitoring clerical functions

· Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records

· Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement

· Continuous inventory of all office and IT equipment

· Designs and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments

· Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends

· Supervised the administrative support staff including maintenance personnel of the Community Association. Assisted with oversight and support of the various departments within the Community Association including Social, Facilities Maintenance, Custodial, Landscaping, Lifestyle, etc.

· Assisted with implementation of Board policy and directives within the scope of the management agreement. Worked with the board on strategic initiatives, policy governance and association projects.

· Assisted with employee hiring, training, supervising, and performance management.

· Performed/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.

· Ensured Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.

· Reviewed monthly financial reports and ensure management summary is submitted to the association Board of Directors.

· Provided and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.

· Attended monthly Board meetings per the management agreement and community events as needed.

· Prepared the Board packages according to established time frames.

· Worked as a liaison between the Board and legal counsel. Ensures the Board of Directors is aware of legal actions involving the Association.

· Monitored corporate and client delinquency rates and collections process for account portfolio.

· Maintained unit and contract files relating to the operations of the Association.

· Assisted Board of Directors/ARB with architectural review process and/or routine inspections as necessary.

· Responsible for maintenance of C3 (Citrix) data base, including updating resident information.

· Responsible for routine and special project vendor management including procurement as well as performance evaluation as contracted.

· Coordinated and/or oversee inspection of building facilities and/or common area and arrange appropriate follow up actions as required.

· Acted as a liaison between the Board of Directors and residents in the execution of the established policies and the conveyance of resident grievances.

· Managed nine (9) homeowner’s associations; responsible for providing the overall supervision of assigned community associations.

· Interacted with internal and external customers including homeowners, vendors, board members and committee members, as well as staff at Headquarters, and within the branch office.

· Scheduled board meetings and maintaining constant communication with Executive Leadership regarding relevant updates related to community management

· Supervised the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures. Acts as or oversee the primary liaison with the Association Board of Directors and homeowners as needed. Perform/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.

· Ensured Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.

· Reviewed monthly financial reports and ensure management summary is submitted to the association Board of Directors.

· Maintained unit and contract files relating to the operations of the Association.

· Scheduled and attend all Board meetings. Assists with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet.

· Assisted with establishing an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.

· Managed and administers the day to day operations of the Community Association business

· Maintained communication with Board of Trustees/Directors and homeowners

· Provided customer service and maintain open lines of communication with fellow Associates, homeowners and Board

· Assisted with the daily implementation of the annual budget, performs general financial management and recordkeeping.

· Recorded, dated and time stamped incoming invoices daily.

· Scanned invoices into Client Accounting system for payment.

· Logged work requests in Connect (Association database) and generate work orders for maintenance staff and/or contractors.

· Performed administrative and office support activities for multiple supervisors

· Scribed and Distributed meeting minutes following Executive meetings.

· Managed executive staff schedules (CEO, President, HR Director), arranged travel plans and agendas, liaising with internal and external staff, word processing, filing, and faxing.

· Performed Internet research and managed active calendar of appointments for C-level

· Completed expense reports; composed and prepared correspondence that were confidential.

· Conducted research, collect and analyzed data to prepare reports and documents. Planned and executed corporate events (meetings, community service events, internal events).

· Assistant Manager for 20 properties

· Supported the Association’s property manager by performing all office duties for the assigned properties, including word processing, preparation of spreadsheets, phone logs, maintenance call processing, governmental reporting, and any other related functions.

· Interfaced and corresponded with homeowners, Board members, vendors, real estate agents, settlement processors and a variety of persons regarding a plethora of association matters via writing, phone and email.

· Prepared informational packets for Board meetings, and scribe meeting minutes. Prepare requests for proposal for contracts, as needed.

· Assisted with the scheduling of maintenance requirements with the contractors.

· Worked on miscellaneous projects for associations including insurance claims, preventative maintenance projects, etc.

· Assisted the property manager to organize and prepare for annual association meetings.

· Performed administrative and office support activities for multiple supervisors

· Scribed and Distributed meeting minutes following Executive meetings.

· Scheduled meetings, maintaining Executive’s Calendar, organizing team events, answering phones, and ordering office supplies.

· AP Preparer in Strongroom (Codes and scans Invoices into Strongroom) and process’s check deposits.

· Handled all mailings as well as creating flyers/letters for resident communications.

· Prepared Board Meeting packets, and scribed meeting minutes.

· Maintained the Residents and Association files in an order and retain accuracy.

· Made sure that all electronic lists are up to date; Master List (current residents and renters, contact info, address), Parking List, Package List, Address Labels (homeowners) and Lease Addendum

· Submitted all clubhouse rental applications, and updates Condominium website when Clubhouse is rented out; as well as updating Volo Village, Condominium website, and Facebook page with property news, and alerts.

· Scheduled meetings, maintaining Executive’s Calendar, organizing team events, answering phones, and ordering office supplies.

· Data entry, mail distribution, route emails/ faxes, data entry processing for invoices, order office supplies, stock vending machine, control of petty cash, new hire orientations, drug screens, process new hire information

· Assisted with Payroll (served as a back-up to HR Admin)

· Service billing/ Work Orders, Certificate of Insurance, Accept/ Decline bids for Service & Estimating Departments as well as print Electrical layouts.

· Closeout Documents, Permits, Warranty Letters, Payroll, Purchase Orders, Service Inspections also being the back up to the Office Manager.