Administrative Assistant

Provides a wide variety of administrative and staff support services related to property management and general business operations. May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, and emergency service duties.

Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensures the telephone is answered properly, and messages are handled courteously, accurately, and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable, and submits for Manager’s review and approval.
• Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and codes invoices for Property Manager to approve.
• Sets up meetings for Board Approval process. Keeps packages updated with new memos and policies as required.
• Prepares resident information packages requiring Board approval (e.g., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and sends to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common area keys, transmitters, and key fobs for residents, and re-orders as needed following established procedures.
• Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.

Qualifications

• Associate’s degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management, and communications skills.
• Self-starter with excellent communication, interpersonal, and customer service and telephone skills.
• Must be bilingual.

Physical Requirements

• Ability to lift up to 50 lbs.
• Standing, sitting, walking, and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

No supervisory responsibilities.

Schedule

• Monday to Friday – 9:00 AM to 5:00 PM.
• Special projects and Board of Directors meetings may require overtime (Saturday and Sunday).

Benefits

• Full comprehensive benefits including multiple medical plans, dental, and vision.
• Time off benefits and paid holidays.
• 401k with company match.

Pay

$25.00 - $26.00 per hour.