Executive Administrator

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

BACKCOUNTRY EXECUTIVE ADMINISTRATOR POSITION FULL TIME

Community Management is a Team Sport

As the saying goes,It Takes a Village. This same rule applies in our business of managing communities; we place a high value on collaboration, teamwork, and accountability.

Executive Administrator Responsibilities:

The Executive Administrator is responsible for supporting the General Manager and residents primarily, but will also interact with vendors, Board members and committee members as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office. The Executive Administrator will also assist the General Manager with administrative oversight and support of the common facilities of the Sundial House and Discovery Center.

Backcountry is a premiere gated community of 1,255 homes in Highlands Ranch. Designed and built to provide a lifestyle that is the envy of homeownership across the Metro Area. With 15 miles of walking and biking trails and over 500 acres of open space and parks, the outdoor experience is second to none. To balance this outdoor experience, social and recreational amenities include the Sundial House with outdoor swimming pool and amphitheater, and the Discovery Center meeting and coffee shop. With your participation and guidance, our residents will be assured that they are receiving the level of service they have come to expect. If you are customer oriented to a fault, detail oriented and organized, then come join our team.

POSITION SUMMARY:

Work in a fast-paced, challenging team environment providing administrative support to immediate supervisor (Office Manager), Board of Directors, and other departments as needed.

ESSENTIAL DUTIES:

• Provides confidential administrative support to General Manager/Admin team to include drafting and proofreading correspondence, daily monitoring of in/out boxes and mail correspondence.
• Planning and preparing for annual meetings, monthly board meetings and special meetings to include attendance at these meetings as requested. To include preparing all necessary copies, exhibits, notices, etc for these meetings. To include securing location for meetings as requested.
• Creating, updating, and maintaining reports to include contract files, board report, delinquency reports, work order reports, and violation reports.
• Receiving, and responding to resident phone calls/e-mails for information, maintenance requests or community issues within 24 hours and logging phone calls into Access system. To include submitting service requests to maintenance staff, coordinating and updating service appointments with residents and vendors on a regular basis.
• Updating and maintaining resident accounts to include owner notes and attorney status.
• Help to creating and maintain a community and team calendar to stay abreast of meetings, special events, property inspections, special projects and other deadlines
• Oversee House Ambassadors by providing guidance, training, scheduling and performance reviews for a 8 person team.
• Provide phone support at reception desk as assigned.
• Prepare and assist with new homeowner welcome packets.
• Code and input all invoice reports from VMS for weekly check run
• Ensure that all office supplies are ordered and inventory maintained.
• Performs other duties as assigned.
  
  

Requirements

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent “people” skills. Enjoys working with people.
• Leader; ability to supervise others
• Assertive, Professional, and Poised Disposition. Adaptable.
• Ability to demonstrate good time management. Highly Organized.
• Ability to communicate effectively both orally and in writing. Ability to take meeting minutes summarizing the key points of discussion and recording verbatim motions and votes as they occur during the meeting.
• Ability to establish and maintain good working relationships with Board, staff, residents, volunteers, and contractors.
• Review and have a general understanding of Governing documents, Design guidelines, and meeting requirements for each Association
• Ability to maintain confidentiality of closed session material and personnel matters.
  
  

PHYSICAL DEMANDS/WORK ENVIRONMENT:

Work is conducted indoors in an office environment where employee must sit or stand for long periods of time. Employee may be required to repetitively lift and move up to 40 lbs. Employee is required to talk and hear and have the ability to focus and attend to long periods of discussion while taking minutes.

MINIMUM QUALIFICATIONS:

At least two years experience as an Administrative Assistant or five years of comparable work experience. Strong computer skills with Microsoft Office and database software. Attention to detail required.

• Minimum qualification of high school diploma or equivalent; College Degree preferred
  
  

Benefits Summary:

• World-Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off/Holidays
• Comprehensive Medical Benefits
• Wellness Incentives
  
  

Compensation:

• $62,000-$65,000; direct experience highly considered.
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.