Senior Administrative Assistant

Job Details

Description

Primarily responsible for providing administrative assistance to the assigned Regional Director and/or Community Managers which includes customer service, preparing/mailing violation letters and overall administrative duties that lead to the success of on-going projects. In addition, oversee/manage processes and procedures related to regional accounting matters and provides general accounting support for Community Managers, HOA members and other accounting staff.

Position Responsibilities

• Provides direct administrative support to the Regional Manager and/or Community Managers.
• Provides customer service support to homeowners via telephone and email.
• Assists in the review, preparation and proofreading of Board Meeting packets, annual meeting notices, and all annual mailings required per California Civil Code (budgets, year-end audits, annual meeting notices, etc.).
• Transcribes walk around reports, drafts work orders, courtesy violation letters and other client documents as required.
• Drafts board meeting minutes, updates property information sheets, phone lists and the master meeting calendar. Prepares new owner welcome letters and ensures all related documents are included.
• Routinely forwards updated governing documents, meeting minutes and other required escrow documentation to Condo Certs.
• Maintains effective process for tracking all architectural requests and approvals.
• Data entry of community entry gate code information
• Assists Community Managers in follow up of vendor bid requests.
• Attends board meetings with assigned community managers as needed, takes meeting minutes, provides a copy of the draft minutes to the community manager and on-site manager for editing purposes, prepares final copy of meeting minutes.
• Ensures all correspondence and contracts are scanned and filed in appropriate community files.
• Maintains strict adherence to community and company deadlines.
• Update/prepare association bank signature cards.
• Complete variance reports, communicate with Board of Directors as needed, prepare budget information for mailing, and other related items for accounting only properties.
• Provides relief to front desk as needed.
• Performs other related duties as directed.
• **Coordinate Accounts Payable process to include, but not limited to:
• Input of relevant voucher info into system for all invoices relevant to emergency check requests
• Oversee preparation of check run package to be sent to boards for signature upon checks being cut.
• In accordance with policy and procedures, address Accounts Receivable matters by forwarding payments to the lockbox and forwarding payment research to the Accounts Receivable Team.
• Performs other related duties as directed.

Knowledge, Skills And Abilities

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
• Strong attention to detail.
• Understand accounting functions and processes.
• Able to organize and manage multiple priorities.
• Excellent customer service and communication skills, both oral and written.
• Ability to work effectively and efficiently with minimum level of supervision.
• Computer proficiency, including Excel at an intermediate level.
• Able to function and contribute in a team-oriented atmosphere.

Physical Demands & Work Environment

• Primarily sitting in an office setting utilizing computer.
• Capable of working extended hours including evenings or weekends as necessary.