PT Administrative 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 Description: Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Responsibilities and Duties:

• Maintains and updates homeowner files in C3 Software and hard copy on-site files
• Provides information by answering homeowner questions relating to the Community and escalates questions that require attention from management
• Maintains homeowner violations in C3 Accounting Software, prepares violation letters and coordinates with the accounting department on assessing fines to homeowner accounts
• Maintains homeowner Architectural Review applications and documents, and executes the process to and from the Architectural Review Committee.
• Coordinates with Manager on daily tasks and scheduling of meetings
• Assists the Manager in preparing for and attending Board Meetings and prepares minutes
• Communicates with the Board of Directors on meeting scheduling and provides any requested documentation
• Maintains and updates documents on Community websites
• Drafts correspondence to owners, vendors and Board Members
• Represents the company and communities by maintaining a professional and positive appearance and demeanor while working
• Contributes to team effort by accomplishing related results as needed and communicating and coordinating with staff members
  
  

Requirements

Requirements:

• Knowledge of Microsoft Office products (Word, Excel, Outlook,) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, et) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).
  
  

Physical Requirements

Must be able to sit (for long periods of time), stand (for long periods of time), walk, kneel, reach with hands and arms, stoop, crawl, talk, hear, push, pull, grasp, use hands and fingers, have clear vision and lift up to 25 pounds.

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.