Administrative Assistant

About the Role

As an Administrative Assistant, you’ll assist with the management and administration of the day-to-day operations of the Community Association business. You will handle customer service functions, maintain communication with the Board of Trustees and homeowners, and serve as the primary contact for residents on association matters.

Responsibilities

• Be knowledgeable of all Association Governing Documents, Rules and Regulations, and general legal requirements of a community association.
• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners, and Board of Trustees.
• Have general knowledge and understanding of building systems and components.
• Follow all policies and procedures of the Company.
• Work closely with Management to learn all responsibilities of site operations.
• Perform other duties and responsibilities as reasonably directed.
• Log work requests in Connect and generate work orders for maintenance staff and/or contractors.
• Update work order log with notes and action taken by vendors. Close open work orders in the system when complete by vendor (work order is not considered complete unless the vendor has signed the original work order and returned it to the office).
• Provide Community Manager with work order log for inclusion in Board package.
• Update and maintain community information in the portal, including the community website, community projects, management reports, and all association documents and forms.
• Utilize resident alert feature to keep homeowners apprised of Association activities and important updates, subject to Board authorization.
• Provide customer service assistance to homeowners as needed. Assist with homeowners’ calls and inquiries, respond accordingly, or direct to the appropriate party.
• Log all homeowner inquiries in the call log.
• Assist with preparation of the newsletter, where applicable.

Requirements

• Strong organizational skills.
• Strong written and verbal communication skills.
• Excellent word processing, mathematic, and computer skills.
• Critical thinking, problem-solving, judgment, and decision-making abilities.
• Proficiency in computer programs like Microsoft Office, Outlook, and Windows.
• Ability to work with sensitive and/or confidential information.

Physical Requirements

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, and carrying objects that can weigh up to 25 lbs. This movement can occur throughout the day.
• Must be able to climb several flights of stairs if necessary.
• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person to resolve issues and manage the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around the office to make copies, send mail and faxes, and walk around the property, which could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, including evenings, weekends, and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and outdoors with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail-oriented, and have good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes, and delays while remaining focused, effective, efficient, and cheerful.
• For safety reasons, must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively and cheerfully in an environment that may be stressful due to adversarial situations resulting from the proper performance of duties.

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Benefits

As a full-time exempt associate, you will be eligible for full comprehensive benefits, including:

• Choice of multiple medical plans, dental, and vision.
• Time off benefits and paid holidays.
• 401k with company match.

Occasional travel may be required to attend training and other company functions.

Pay

$27.00 - $29.00 per hour.