Administrative Assistant

$22 - $25 / hour

Position Summary

The Community Administrative Assistant performs tasks directly related to property management and the general business operations of the Association, while providing administrative support to the Director of Community Management and Community Managers. The position is responsible for providing a wide variety of administrative services as well as assisting with the management of properties in accordance with company policies, procedures and standards. Superior customer service, time-management and conflict management skills are required. Attention to detail and the ability to manage multiple, sometimes competing, priorities are essential.

Position Responsibilities

• Provides five-star customer service at all times by responding to telephone calls, email and other correspondence in a timely and courteous manner.
• Provides administrative support to the Directors of Community Management including but not limited to: maintaining, outlook calendars, and contact lists, expense reports and reimbursements; mileage reporting, checking voicemails, etc.
• Responsible for office management: schedules, organizes and coordinates department events, meetings, room setup for the division.
• Provides administrative support to Community Managers:
• Responsible for scheduling meeting locations and reservations for Community Manager for Annual meetings.
• Prepares the name tags, place cards, organizes proxies and sign in sheets. Makes copies of meeting packs for the community board and annual meetings.
• Prepares the board books for board members.
• ACC -- logs them into connect if needed; updates Acts as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems.
• For assigned Community Managers, will review ACCs for completeness and handles the correspondence thru completion.
• Reviews, directs and updates resident calls processed by the call center for all managers on a weekly basis to ensure calls are not overlooked.
• Updates resident information and coordinates resident access to community websites. Utilizes electronic filing system and Connect to maintain accurate resident records.
• Distributes mass resident communications through the Community website. Sets up board meetings up in Connect Calendar and emails notice/agenda to owners.
• Assists Community Managers with gathering of Vendor W-9 and insurance information.
• Participates in corporate committees as assigned.
• Troubleshoots computer/iPhone issues before opening an IT ticket if needed.
• Scan and uploads board packets, annual meeting packets and minutes for all communities.
• Assist with t planning and implementation of corporate events; provide back assistance as needed to the business center.
• Provides coverage for the executive administrative assistant when out of the office.
• Initial set up of new associations in Connect.
• Provide vacation coverage to managers assisting with coding of invoices, call logs, and picking up voicemail message.
• Prepares documents and check requests for filing with the various counties.
• Provides research and reporting for different special projects.
• Maintains reservation for all assigned pools and clubhouses.
• Maintains and coordinates the gates for assigned communities
• Responsible for the pool permits and organizes payments for all pools.
• Responsible for assigning pool cards. Maintains the database during spring to facilitate a smooth process.
• Organizes and distributes the pool cards and access systems.