Onsite Office Manager (Minneapolis)

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

Position Summary: Provides administrative services to Association Manager, Board of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization as directed by the Association Manager.

Functions and Responsibilities:

• Administrative assistant to Association Manager (Responsibilities may vary depending on manager’s needs)
• Correspond via letters, emails, and phone blasts
• Respond to homeowners/vendor calls and emails
• Submit maintenance requests and oversee through completion
• Program and issue building access devices for HO as requested
• Inspect and process architectural modification applications and landscape request forms
• Plan and prepare for annual meetings, monthly board meetings, and special meetings; attend if requested
• Create, update, and maintain reports
• Update and maintain annual calendar as requested
• Data entry
• Conduct site visits (If applicable)
• Answer phones and routing calls accordingly
• Forwarding of voice mails, faxes, info emails, ect.
• Opening and distributing University Flats Condominium business mail and directing accordingly
• Handling of package deliveries
• Greeting visitors
• Notify Association Manager of issues/concerns
  
  

Physical Demands:

• Sitting at a desk for extended periods of time
• Working at a computer throughout the day (Monitor, keyboard, and mouse use)
• Some outdoor activity if conducting field inspections
• Ability to listen and focus for long periods of time when taking meeting minutes/notes
• Use of office machinery (Copier, printer, fax machines)
• Ability to climb multiple flights of stairs and climbing access ladders
• Ability to access lockbox and storage boxes
• Bending down and/or using step stool to reach supplies
• Subjected to loud noises when running postage and folding machines
• Ability to lift up-to 50 lbs
  
  

Requirements

Qualifications Required:

• High School Diploma
• Exceptional written and verbal communication skills
• Excellent spelling and proof of reading abilities
• Well-versed in computer software programs
• Microsoft Word (Intermediate proficiency – creating and saving documents, formatting, printing, editing, mail mergers, adding graphics, etc.)
• Microsoft Excel (Basic proficiency – creating and saving simple spreadsheets, entering, formatting, and sorting data, inserting headers, footers, and text boxes, ect.)
• Ability to learn and adapt quickly to new software
  
  

Qualifications Preferred:

• Administrative experience
• Background in customer service, property management, and/or real estate
• Experience writing and editing business letters
• Some college and/or job-related education
• Advanced computer skills
• Knowledge of Outlook 365
• Use of postage and folding machines
  
  

Job Competencies:

• Ability to prioritize
• Ability to work independently
• Collaborative attitude and team player
• Exceptional interpersonal skills
• Highly organized and detail-oriented
• Consistent professional demeanor
• Work efficiently under pressure
• Handle Change in a positive manner
• Open to constructive criticism
• Reliable and discrete
  
  

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.