Administrative Assistant (PTX92826)

About the role

This position provides administrative and operational support to our community management team while also serving as a key point of responsibility for office mail processing, document routing, and administrative workflow. The ideal candidate is organized, dependable, detail-oriented, and comfortable managing multiple priorities. Because this position handles important corporate, client, and legal correspondence, strong judgment, confidentiality, accuracy, and timely follow-through are essential.

Responsibilities

• Manage the daily receipt, opening, sorting, processing, and routing of incoming office mail and deliveries.
• Identify and appropriately route corporate correspondence, association mail, checks, invoices, notices, certified mail, and other time-sensitive documents.
• Recognize legal notices, demands, subpoenas, government correspondence, attorney communications, and other potentially significant documents and immediately escalate them through the appropriate internal channels.
• Maintain accurate records or logs for certified, legal, and other critical correspondence as required.
• Scan, distribute, and electronically file documents while ensuring information reaches the appropriate individual or department promptly.
• Coordinate outgoing mail, certified mail, overnight deliveries, and other correspondence.
• Provide day-to-day administrative support to Community Association Managers and the management team.
• Answer and route incoming calls and emails while providing professional and responsive customer service.
• Assist with homeowner and client communications, correspondence, notices, mailings, and community-related materials.
• Prepare, organize, and maintain association records, documents, meeting materials, and electronic files.
• Assist with board and annual meeting preparation, including notices, packets, agendas, sign-in materials, and supporting documentation.
• Assist management with tracking open items, deadlines, follow-ups, and recurring community deliverables.
• Support vendor coordination and maintain appropriate administrative records.
• Perform data entry and maintain accurate homeowner, community, and vendor information within company systems.
• Provide general office support, including scanning, filing, supplies, document organization, and administrative coordination.
• Work collaboratively with Management, Accounting, Customer Service, and other VCM departments to ensure information and requests are routed efficiently.
• Maintain strict confidentiality when handling homeowner, client, employee, legal, and company information.
• Provide additional administrative and operational support as business needs require.