Administrative Assistant

Associa-PCM is seeking a motivated, detailed, communicative, and personable professional to join our onsite team as an Administrative Assistant, Bakersfield, CA. Who We’re Looking For Associa-PCM is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients. Position Description: Administrative Assistant will assist the on-site management office with a wide variety of administrative and staff support services. Perform office work directly related to property management and general business operations of the association. Job Duties and Responsibilities include but are not limited to: Field and respond promptly to homeowner, Board member and vendor inquiries via phone, e-mail, TownSQ Requests, letter, and/or in person; follow through on various requests. Assist Office Manager in updating new homeowner information into the directory and computer C3 program. Process and distribute incoming and outgoing mail for the on-site management office and Association. Prepare and organize correspondence relating to association business. Process print jobs, scanning and faxing as general office support when needed. Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing. Attend Board meetings (as requested) Be familiar with association governing documents and Board policies and procedures. Assist Committee Chairpersons as needed Assist Office Manager in preparing agendas, update management reports, and compile documents and copies for Board meeting packages. Assist Office Manager in preparing annual disclosure packages, annual meeting notifications, annual election ballots, age verification (every two years) and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents. Assist Office Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved. Assist Office Manager in preparation of Design Review Committee architectural, design, and landscape applications, committee agendas, application binders, meeting minutes, and compliance letters; enter pertinent data into computer C3 program and update files in shared drive. Assist Office Manager in obtaining bids from vendors for maintenance issues. Assist Office Manager and Lifestyle Coordinator in keeping new homeowner orientation packets up to date. Assist in conducting monthly new homeowner orientations as needed. Assist homeowners in registering on TownSQ, access to community website and GoToMeeting platform. Assist Office Manager and Lifestyle Coordinator with preparing newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc. Assist in registering thumbprint into access system, assigning resident gate codes, and issuing Radio Frequency Identification Device (RFID) tags for resident vehicles. Relieve Office Manager and Lifestyle Coordinator with job tasks on an as needed basis. Assist in the set up and break down for Board of Directors, Committee meetings, and social activities as needed. Keep work space organized and maintained; alert Office Manager of low supplies and assists in supply stocking and distribution. Participate in Associa training including Associa University webinars, etc. While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions. Other duties as assigned.