Administrative Assistant

About the role

Primary objective is to facilitate the administrative functions of the corporate office and Portfolio Manager. The Administrative Assistant should take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily function, performing all duties in accordance with Access Management’s policies, processes and procedures and within the realm of the management philosophy.

Responsibilities

• Answer all calls and distribute as needed; greet homeowners, vendors and guests in a professional and timely manner.
• Assist residents as needed and ensure the workplace is kept neat and organized.
• Assist in booking resident events and monitor/distribute emails.
• Assist with work orders, including oversight of landscaping work orders and communication with vendors.
• Follow up with residents (email or phone) to ensure their concerns have been addressed and satisfied.
• Handle Owner/Tenant Relations, process new tenants, assemble welcome packets, and ensure sufficient packets for resales.
• Perform tenant registration, verify leases, and provide Certificate of Approval letters.
• Maintain all necessary files in an organized manner and assist with setting up new homeowner packages as needed.
• Update Vantaca websites as needed and assist the manager as needed.
• Understand community restrictions, locate information in Docs, and answer resident questions.
• Know clubhouse rules & regulations and stay up‑to‑date with current events at the clubhouses.
• Fill in for receptionist as needed and maintain the Community Manager’s schedule, calendar and files.
• Assist in maintaining the community’s hard files and uploading files to Vantaca.
• Communicate with managers regarding status of ARC applications with a minimum of weekly contact.
• Post and keep the community website updated, including daily syncing, adding monthly committee and board agendas and minutes.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with current data.
• Prepare and organize all materials needed for board meetings.
• Receive and respond to homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes, and send follow‑up response letters to homeowners.
• Assist Community Manager with creation, printing and mailing of the quarterly newsletter.
• Process recording of return ballots for annual meeting/elections.
• Work with the community’s inspector on the violation process when required.
• Assist in developing the operating budget for facilities maintenance and monitor expenditures.
• Organize annual, budget, board, election and special meetings of the Association within legal requirements.
• Properly document all homeowner requests and process accordingly.
• Practice and adhere to Access Management’s Service Standards and conduct business with the highest personal, professional and ethical standards.
• Perform or assist with any operations required to maintain workflow and meet schedules.
• Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and stay informed of new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform a range of special projects, tasks and other related duties as assigned.

Requirements

• High School diploma or equivalent required; AA or BA preferred; CAM preferred.
• Must be able to lift 25 lb.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods and move freely about the office and building.
• Normal office conditions; full‑time position with occasional evenings, weekends and holidays.
• Consistent and regular attendance required; reasonable accommodations may be made for individuals with disabilities.
• Tools & equipment: computer, phone, cell phone, printer, office equipment.

Skills

• Excellent people, team‑building, and conflict‑management skills.
• Strong knowledge of Microsoft Office applications, especially Word, Outlook and Excel.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong time‑management, problem‑solving and conflict‑management abilities.
• Ability to work successfully with a wide range of personnel, including vendors, office staff and all levels of management.

Schedule

This is a full‑time position. Hours may extend beyond normal office hours, including evenings, holidays, and some weekends. The schedule is subject to change based on business needs.