Portfolio Administrative Assistant

Performs a wide variety of administrative and staff support services directly related to property management and general business operations of the association, coordinates with internal support staff, may assist with employee payroll, budget preparation, control of records and reports regarding operations, and emergency service duties.

POSITION RESPONSIBILITIES:

• Assist in the daily operation of all your assigned association’s to include administrative and secretarial duties following established Company procedures and guidelines. To the extent that a community specific need/situation arises that may not be applicable to an established procedure/guidelines, the Administrative Assistant should identify and bring to the attention of your immediate supervisor, with any suggestions, as applicable.
• When answering a call take the time to verify and update customer profiles. Messages are to be handled courteously, accurately and in a timely manner.
• Assist and coordinate work orders for properties as directed by Community Association Create work orders from the Call Center when customers call administrative assistants directly.
• Maintain and update various record logs as applicable, in Continental Connect including but not limited to: sale and lease application, Architectural Modification Forms, key log, bicycle room log, and access information log, gate keys/transponders, etc.
• Maintain, update and coordinate resident information in computer database at a minimum on a monthly basis. Generate and provide this information to the Community Manager and/or Board of Directors as needed.
• Schedule move-ins/move-outs, as required by the Association. Coordinate with all parties in order to give access information.
• Transmit checks to accounting for sale/lease fees, sale of association documents, etc., in a timely basis with the proper form.
• Distribute mail for Community Association Manager.
• Open all files required for the Association including but not limited to (Correspondence file, Insurance file, Annual Meeting file, etc).
• Maintain Association binders.
• Purge all association files on an annual basis as required.
• Review open calls from the call center and connect and close out all calls daily.
• Prepare move-in packages for re-sale and leases. Create files, compile and coordinate all necessary information and documentation for new owners/lessees. Set up meetings for Board Approval process. Keep packages updated with new memos and policies as required.
• Prepare any resident information packages that require Board approval, (i.e., Architectural Modification & Sale and Lease Approvals).
• Coordinate receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintain inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.
• Maintain and update Reservations Book for use of facilities. Transmit information to others involved as necessary.
• Maintain Community Information Manuals.
• Download voicemail when Community Managers are out on the field.
• Enter resident information on gate system for gated communities or report the changes to their respective company.
• Responsible for all filing.
• Upload Minutes, Safety Meeting Minutes, Management Reports and all other pertinent documentation requested by the Community Manager in Continental Connect.
• Maintain Board information and Emergency Contact for Association’s in Continental Connect.
• Assist in preparation of Management Reports, committee reports, Annual meetings, and Budget meeting notices as applicable and submit for Manager’s review and approval.
• Assist residents in general.
• Comply with all deadlines given.
• Responsible for distributing faxes as noted on the log located by the fax machine.

OPERATING SKILLS, KNOWLEDGE & ABILITIES:

Education/Training:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Abilities:

• Must possess strong administrative background.
• Three (3) to Five (5) plus years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Computer Literacy:

• Intermediate proficiency in Microsoft Windows software.
• Intermediate proficiency in Microsoft Suite.
• Ability to prioritize work with minimum supervision.

Special Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.