Administrative Assistant

Description

Job Overview:

As an Administrative Assistant , you'll be responsible for assisting with the management and administration of the day-to-day operations of the Community Association business. Handling customer service functions. Maintaining communication with Board of Trustees and homeowners. Serving as the primary source of contact for residents and homeowners on association matters.

Your Responsibilities:

• Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association

• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees

• Have general knowledge and understanding of building systems and components

• Follow all policies and procedures of the Company

• Work closely with Management to learn all responsibilities of site operations

• Such other duties and responsibilities as may reasonably be directed and required

• Log work requests in Connect and generate work orders for maintenance staff and/or contractors

• Update work order log with notes and action taken by vendors .

• Close open work orders in system when complete by vendor. Work order is not considered complete unless the vendor has signed original work order and returned to office .

• Provide Community Manager with work order log for inclusion in Board package .

• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees

• Update and maintain community information in portal , including but not limited to the c ommunity w eb s ite, c ommunity p rojects, m anagement r eports and all a ssociation documents and forms

• Utilize resident a lert feature to keep homeowners apprised of Association activities and important updates, subject to Board authorization

• Provide customer service assistance to homeowners as needed. Assist with homeowners' calls and inquires and respond accordingly or direct to the appropriate party .

• Log all homeowner inquires in c all l og

• Assist with preparation of newsletter, where applicable

Skills & Qualifications:

• Strong organizational skills

• Strong written and verbal communication skills

• Excellent word processing, mathematic , and computer skills required .

• Critical thinking, problem solving, judgement and decision-making abilities are necessary.

• Proficiency in computer programs like Microsoft Office, Outlook and Windows required .

• Ability to work with sensitive and/or confidential information.

Physical Requirements / Working Environment :

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

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.

• Must be able to sit and stand for extended periods of time.

• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.

• Must have finger dexterity for typing/using a keyboard.

• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.

• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.

• Capable of working extended hours, to include evenings, weekends and holidays as necessary.

• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.

• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.

• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.

• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions . Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer :

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match . Occasional travel may be required to attend training and other company functions.

Compensation:

$27.00-$29.00

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel View email address on click.appcast.io .

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at View email address on click.appcast.io ; we will respond in accordance with Local Law 144, within 30 days.