Admin Asst

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.

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 within 2 business days
• Process community mailings; special notices, meeting notices, etc. within 2 business days
• Electronically file community related documents via company platform daily
• Maintain/program entry gates directories within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours within 24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets as needed
• Prepare and process Annual Meeting Notices — time sensitive, within 3 business days
• Prepare Annual Meeting materials; Welcome Packet and registration information within 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary; may be required to take meeting minutes (meetings may be held in the evening after regular working hours)
• Maintain a current hardcopy and e-file community information sheet (hot sheet) as needed
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects as needed
• Maintain community websites via company platform as needed
• Act as back-up for after-hours emergency contact (the CAM is the first point of contact) as needed per emergencies
• Review, code and process invoices for payment of services daily within 24 hours
• Other responsibilities — this list should not be considered all encompassing and is subject to change

Requirements

• High school diploma or GED required; Associates degree preferred
• Six to twelve months of related clerical or administrative support experience required