Administrative Assistant

Job Summary

Affinity Management Services is seeking an Assistant Manager to support the daily operation of the management office for community associations. The Assistant Manager will be responsible for handling administrative tasks, ensuring effective communication, and maintaining organized records. Proficiency in Microsoft Office products and strong interpersonal and customer service skills are essential for success in this role.

Key Responsibilities

• Assist in the daily operation of the management office, following established company procedures and guidelines.
• Ensure proper telephone etiquette and handle messages courteously, accurately, and in a timely manner.
• Respond to all emails appropriately and promptly.
• Daily pickup of incoming mail (FedEx, UPS, USPS) and ensure timely distribution.
• Perform administrative assistant tasks, including record-keeping, filing, mail collection, word processing, data entry, and managing office supplies.
• Maintain and update information in VertiLink (Property Management Software) and other association databases.
• Provide general office support, including processing print jobs, scanning, and faxing.
• Assist community managers in preparing monthly board packages, meeting agenda notices, and in-house mailings.
• Coordinate and track important dates and meetings, such as turnover, annual, and budget meetings.
• Manage maintenance and purchase requests, including processing applications and other property-specific forms.
• Assist in producing meeting minutes for board meetings.
• Code and enter all invoices for the community.
• Collaborate with committees and committee chairpersons.
• Provide daily interaction and support to owners.
• Post all agendas to the proper physical locations and the website.
• Process vendor packets for all vendors and monitor vendor license and insurance expiration.
• Coordinate and reserve conference room events.
• Undertake special projects as instructed.

Requirements

• Proficiency in Microsoft Office products (Word, Excel, Outlook, etc.).
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Exceptional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Bilingual proficiency is preferred.
• 2 years of experience in property management is preferred.
• General computer skills required.

Who We Are

At Affinity Management Services, we are passionate about community association management. We value knowledge sharing and welcome new team members who enjoy the challenges of community association and property management, including Homeowners Associations, Condominiums, and Apartments.

Our Values

• Relationship Oriented: We exceed expectations and build lasting relationships.
• Teamwork: We collaborate and take collective ownership of our clients' needs.
• Professionalism: We hold ourselves to a high standard and have a continued commitment to self-development.
• Solutions oriented: We anticipate, adapt, and implement the right strategy and process.

What We Offer

• Fully paid medical insurance
• Voluntary dental, vision, life insurance, and short-term disability
• 401(K) Plan after 90 days of employment
• Competitive pay
• Paid time off
• Respectful, caring, and positive working environment
• Opportunities for growth and promotion within the organization, including specialized training, industry-related organization memberships, and mentoring support to help you achieve your career development aspirations