Administrative Assistant

About the role

Support the Community Association Manager with the administration of daily operations for multiple associations in a portfolio.

Responsibilities

• Assist manager with preparation and distribution of annual budget mailing materials
• Assist manager with preparation and distribution of annual homeowner meeting materials
• Receive and process maintenance requests, track work orders
• Receive incoming client and vendor calls, take appropriate action as needed and keep the manager informed
• Assist with collection of monthly Association dues and ACH information
• Assist in maintenance of homeowner association file and necessary changes to contact information in management software
• Prepare and distribute welcome packages for new homeowners
• Facilitate Association and vendor mailings
• Assist in producing an Association newsletter
• Maintain Association liability insurance book
• Assist in the creation and support of an Association web site for owner access to rules, governing documents, minutes of meetings, newsletter distribution
• Create reports (landscape, work orders; delinquencies, violations) out of the management software
• Assist in processing architectural requests
• Assist manager on any special projects
• Maintain Association gate computer
• Assist with review of all Association contracts and preparation of bid specifications as needed
• Assist with any mailings to members as directed by manager
• Assist with preparation and distribution of the agenda and packets for board of directors meetings
• Assist the manager with preparation of a monthly management report for the Board of Directors
• Assist in the enforcement of the Association Bylaws, CC&Rs, Rules and Regulations and Architectural guidelines
• Provide back-up support for front desk receptionist (corporate)

Requirements

• High school diploma or GED
• Ability to prioritize work and follow directions explicitly under the direction of their manager

Skills

• Computer Skills: Microsoft Office, Internet, HOA Management Software
• Excellent customer service skills
• Excellent verbal and written communication skills

Preferred Qualifications

• Previous experience in homeowner association or property management field