Admin Assistant

About the role

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant (AA) with office management experience for a fast-growing company. The mission is primarily to assist the Community Association Manager (CAM) with daily community operations. The AA establishes and maintains a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members which requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but accurate pace.

The Administrative Assistant exists to ensure residents, board members, and guests experience prompt, knowledgeable support and a well-run, welcoming community — extending the Onsite Manager's leadership into every interaction, request, and event, and delivering the ease and reliability at the heart of Community Living Made Easy.

Critical success factors

• Resident & Board Responsiveness — Residents and board members experience timely resolution of requests and issues — with voicemails returned within 24 hours, emails and TownSq requests addressed within 48 hours, and work orders tracked through to completion — so nothing falls through the cracks.
• Board Meeting Preparedness — Board members enter every meeting fully prepared and confident, with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on schedule.
• Information Accuracy & Accessibility — Boards and residents can rely on accurate, current, and easy-to-find information — from financial reports and community records to contact directories and the community website — reflecting an office that is organized and dependable.
• Resident Engagement & Welcome — New and existing residents feel welcomed, informed, and engaged in community life — evidenced by orientation completion, strong event attendance, and positive resident feedback.
• Amenity & Office Operations — Residents and guests consistently experience amenities, reservations, and office operations running smoothly — reinforcing that this is a community that simply works.

Responsibilities

• Become familiar with each association's documents as they relate to your service role
• Respond to phone calls, voicemails and emails within 24 hours (forward non-routine/urgent calls to Manager immediately)
• Work with the manager on violation letters as requested
• Work with the ACC department communicating with homeowners when necessary for more information, updating homeowners of the status of the application, etc.
• Draft and mail letters to parties as requested by CAM — 2 business days
• Process community mailings, special notices, meeting notices, etc. — 2 business days
• Electronically file community related documents via company platform — daily
• Maintain/program entry gates directories — within 2