Mail Room Associate (Document Specialist) - Entry Level

Spectrum Association Management is a San Antonio-based homeowners' association management company. In business since 2001, we manage hundreds of homeowner's associations (HOAs) in Texas and Arizona. We have been honored with the Best Places to Work award for 19 years running.

General Description

• Incoming mail handling & delivery in our San Antonio office
• Processing & handling outgoing mail
• Uploading and assigning documents into company software program
• County record research
• Daily metric and cost input into databases

Required Skills and Experience

• Computer knowledge and skills
• Basic understanding of mailing procedures
• Able to lift 25 lbs.
• Walking & mail delivery throughout the office
• Must have excellent written and verbal communication skills and must be able to present complex topics to senior leadership in a concise logical format

Preferred but Not Required

• Previous corporate mail room duties
• Use of project management software – Smartsheets
• Use of project management software - FreshDesk
• Use of management system – CINCH
• High-level knowledge and use of Microsoft Excel

General Expectations

• Highest priority is placed on providing exceptional service to our internal and external customers.
• Follow through on commitments and requests; own your responsibilities. Open communication with responsible parties and direct manager about an inability to meet a deadline or expectation is necessary.
• Acquire in-depth familiarity with all onboarding tasks across the company, including dependencies, contingencies, deadlines, and responsible parties. Proactive clarification as needed on changing responsibilities as roles, personnel, and departments evolve.
• Proactively identify internal knowledge gaps with the onboarding process and address training issues with staff as needed.
• Collaborate with Transitions Team to manage routine or urgent tasks as needed.
• Problem solving at the source.
• Constant evaluation and adaption to changing processes, approaches, and communication styles to ensure results are attained.
• Open, regular, and proactive communication with direct manager about issues, challenges, successes, and upcoming business.
• Consistent productivity.
• Collaborative learning. Must be open to feedback and coaching from anyone, including direct managers and peers, on opportunities to improve.
• Be open to and supportive of change in a fast-paced, growing environment.

Benefits

• Recognized as Best Places to Work 19 years in a row!
• Fastest Growing Company - Fast Track 50 in 2020.
• San Antonio-based homeowners' association management company.
• Privately-owned with over 20 years in business, and during this time we have never laid anyone off.
• Work / Life balance.
• 5 weeks of PTO to allow for rest, travel, family, and your hobbies.
• 11 Annual Paid Holidays
• 40 paid hours per year for community service activities.
• PAID Training - Internal Learning and Development Management System.
• Full suite of benefits including - Medical, Dental, Vision, STD/LTD, Life/AD&D and a 401k program.
• Free medical clinic in-house (in San Antonio office – virtual appointments for other offices).
• Hourly pay $15.00 with performance reviews and increase opportunities every 6 months.
• Well-structured career track plan with a 6-month review.

Schedule

Hours: Monday to Friday 8:00 am to 5:00 pm

Office location - 17319 San Pedro Avenue, San Antonio, Texas 78232