Administrative Assistant

About the role

Come work at Associa! We are an industry leader in community association management and we are looking for a talented administrative assistant to join our team. If you're serious about your next move, Associa is an excellent place to grow your career.

Responsibilities

• Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, workorder, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests as necessary.
• Update notes within homeowner accounts in C3 (Complete Control of Communities) of all conversations/correspondence with homeowner.
• Aid in preparing agendas, updating management reports, and compiling documents and copies for Board meeting packages.
• Aid in preparing newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Aid in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Maintain property files and unit files.
• Aid in processing new homeowner welcome packets, if applicable.
• Aid in issuing of key fobs, pool passes and processing access keys.
• Aid in Architectural Review Board (ARB) application processing and perform on-site community inspections as necessary.
• Aid in requests for proposals, repair quotes, insurance notification lists.
• Aid in updating property fact sheets in C3.
• Aid in preparing homeowner CC&R violation letters and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Aid homeowners with Associa corporate programs (website, portals, etc.) in accordance with lead Community Manager direction, client enrollment, and local office protocol.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School Diploma or GED Required
• 0 -- 3 years of Community Association experience

Qualifications

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.