ADMINISTRATIVE ASSISTANT

Essential Functions

• Handle daily correspondence including inter-office communication and external contacts (e.g., title companies, mortgage companies, owners, renters).
• Write and distribute emails, memos, letters, faxes, and forms.
• Prepare and process all outgoing mail daily, including copying, stuffing envelopes, and mailing.
• Setup and regulate staff voicemails; monitor manager voicemails as needed.
• Aid in preparing regularly scheduled correspondence and reports.
• Create and distribute community-wide notices including meeting announcements, Board of Directors agendas, and newsletters.
• Process community violations (batch and individual).
• Handle state filing fees and documentation.
• Record and maintain minutes for annual and budget meetings.
• Process sales and rental applications.
• Prepare estoppels and questionnaires.
• Afford assistance with special assessments.
• Maintain databases for association members and lease records.
• Process sign-ups and payments for the activities department.
• Prepare deposit paperwork for office and activities accounts.
• Copy, mail, and maintain chronological files for each manager.
• Type budgets and update association directories and Board of Directors contact books.
• Perform miscellaneous typing and proofreading for office staff and managers.
• Liaise with staff and management to meet deadlines for notices, filings, minutes, and other documents.
• Afford assistance with overflow tasks to meet deadlines.

Minimum Qualifications

• Experience and Education: Three (3) years of verifiable experience in accounts payable or related financial role.
• High School Diploma or Equivalent: Preferred.
• Experience in property management or similar industry: Plus.
• Knowledge and Skills: Excellent written and verbal communication skills, strong organizational and time management skills, attention to detail and problem-solving abilities, ability to multitask and prioritize work effectively, ability to work independently and collaboratively, ability to maintain confidentiality and professionalism.