HOA Administrative Assistant (CA)

Essential Duties And Responsibilities

• Greets scheduled and walk-in visitors and directs to appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings.
• Prioritizes emergency request calls by immediately informing the General Manager.
• Reads and routes incoming mail.
• Limits and attaches appropriate file to be answered by the General Manager.
• Supports with the handling of homeowner/tenant requests received by telephone, in person, in writing, in email, or via the internet, according to regulations established by the Board of Directors.
• Supports with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated.
• Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email, flyer, eblasts and faxes.
• Organizes and maintains filing system and files correspondence and other records in a timely manner.
• Creates new forms and maintains procedure manuals.
• Maintains applicable databases.
• Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
• Contributes to the publishing of newsletters and coordinates delivery of mailings, eblasts or via internet.
• Affords assistance with clubhouse rentals.
• Affords assistance with accepting deposits and required forms and explaining rules and regulations and key use.
• Affords assistance with updating calendar with clubhouse use dates, board meetings, committee meetings, and special events.
• Affords assistance with informing security of homeowners/tenants' event dates and schedules security to be on site for day of event.
• Affords assistance with amenity usage and scheduling.
• Affords assistance with new home buyers and real estate professionals with copies of required documents to complete purchase.
• Affords assistance with new homeowners/tenants with registration process in accordance with regulations established by the Board of Directors.
• Affords assistance with ordering and organizing all necessary office supplies for day to day operations.
• Affords assistance with registering all new members, new member forms and creating access cards.
• Performs other duties as assigned.

Requirements

• Educational Requirement: High School Diploma or equivalent; two (2) year or four (4) year college degree preferable.
• Experience Requirement: Minimum three (3) years general administrative experience; previous industry experience highly desired.
• Communication Skills: Excellent communication skills, both oral and written.
• Customer Service: Customer service driven.
• Technical Skills: Proficient in Microsoft Word, Excel, Outlook and PowerPoint.
• Organizational Skills: Strong organizational and time management skills.
• Interpersonal Skills: Ability to multi-task, proven ability to manage multiple tasks with competing priorities and deadlines, strong interpersonal skills; able to work with all levels of management, residents, vendors, etc., advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Publisher).