Property Manager Administrative Assistant

Duties

• Send emails, upload documents, post notices to the community portal app, process faxes, and file association correspondence into company shared drives as directed by the Property Manager.
• Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related documents as requested by the Property Manager.
• Obtain Board Member email responses for seminars, register for respective seminars, send confirmation emails to Board Members, and copy the Property Manager; process PTRF/invoices.
• Complete all mailouts as directed by the Property Manager (printing, stuffing, posting) using USPS, Certified, FedEx, or UPS, as per instructions.
• Extract and file monthly financials from the shared drive, post to the community portal app, and distribute via print, mail, or email as directed by the Property Manager.
• Assemble the completed budget from Accounting, save, print, and mail to homeowners.
• Receive the Association Annual Meeting Notice from the Property Manager, prepare 75- and 45-day notice packets, assemble Annual Meeting Program files, and prepare association folders; track all proxies and provide quorum counts to the Property Manager.
• Attend Annual Meetings as scheduled to register owners, tally votes, and perform other Annual Meeting duties.
• Maintain Board Rosters by receiving and updating interim changes from the Property Manager.
• Process Condominium Association Biennial Registration every odd year for assigned Property Managers.
• Perform other duties as required.

Requirements

• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of Microsoft Office.
• Ability to learn and utilize proprietary systems quickly and efficiently.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required.
• Associates Degree Preferred.
• 0 – 3 years of directly related or closely related experience.

Qualifications

Access to a vehicle is required.