Onsite Adminstrative Assistant

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

Job Title: Onsite Administrative Assistant

Position Purpose

• Performs administrative and general support duties to assist On-Site Property Manager and Board of Directors.
• Performs concierge and administrative duties for homeowners.
• Assists with the collections effort on past due accounts for homeowners in the community.
  
  

Major Tasks, Responsibilities And Key Accountabilities

• Provides exemplary customer service to homeowners, guests of the community, the Board of Directors and the On-Site Property Manager.
• Assists Property Manager with billing issues and researches account information as needed.
• Assists Property Manager to track and record charges
• Runs all Compliance, Architectural, Financial and gate reports for Property Manager.
• Refers all request for quotes to the Property Manager for approval.
• Schedules amenities for residents.
• Sorts and distributes incoming mail.
• Retrieves voice mail message and returns or forwards calls as appropriate.
• Maintains electronic and hard copy filing system and efficient information retrieval system.
• Manages Board of Directors and general community email list servers and composes written correspondence.
• Performs clerical duties which include photocopying, faxing, operating postage machine, and preparing large volume documents for mailing.
• Maintains key fobs, access cards, door-lock codes, and owner and renter wristband inventories, distribution lists and bookkeeping records.
• Secures the office and telephone system at close of day.
• Assists with any special projects as assigned.
  
  

Nature and Scope

• Must possess excellent verbal and written communication skills.
• Will be communicating with all levels of personnel, so clear and concise communication is a must.
• Excellent customer service and organizational skills are required.
• Must be accurate, detail-oriented, and dependable.
• Must be a self-starter and can work independently without supervision.
• Must have strong multi-tasking skills and meet reasonable deadlines.
• Must have a positive and professional appearance, attitude, and demeanor.
• Must consistently contribute as a team player.
• May be involved in mildly difficult situations.
• Must have the ability to work independently even when not given a specific task.
• Quick learner with new software programs such as VMS/Brivo/Comweb/Smartwebs.
• Some event coordinating required.
  
  

Requirements

Environmental Job Requirements

• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.
• A lot of face-to-face interaction with homeowners.
• Positive attitude especially when faced with stress or tense situations.
  
  

Education required

• Proficiency in MS Word, MS Excel, MS Outlook.
• Must be able to adapt to management software and computer programs being utilized by company.
• The knowledge and skills typically gained through the acquisition of a high school diploma and/or GED.
  
  

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.