Administrative Assistant

Job Description

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers.
• Arranges for delivery and pick up of documents from storage when necessary.

Compensation

$20 hourly rate; direct experience is highly considered.

Employment Type

Full Time

Location

42-900 Lago Vista Blvd., Indio, CA 92260

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of company policies, procedures, and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time-critical prioritization skills.

Education And Experience

• A high school diploma or GED is required.
• 0 – 3 years of directly related or closely related experience is required.

Working Conditions

• Typical office environment.
• Frequent social interaction.

Physical Demands

• Regularly required to stand and to reach above shoulders with hands and arms in order to file a variety of documents.
• Sit in order to process information and conduct data entry activities.

Environmental Demands

• No exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.