Administrative Assistant

Administrative Assistant

The Administrative Assistant supports and assists their team members with customer service support and primarily answers non Board Member client inquiries via various incoming platforms. Under moderate supervision, work may involve in person contact with homeowners and board members.

Update and scan/file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.

Update homeowner and association information in C3 and shared files.

Answer client inquiries on the TownSq and Branch Access Platforms (primary).

Handle Community email accounts and respond to clients accordingly.

Process and distribute incoming and outgoing mail for the office and Associations.

Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.

Process print jobs, and scanning as general office support when needed.

Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.

Organizes and prepares correspondence relating to association business.

Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests.

Prepares and assists community managers with in-house mailings.

Relieves concierge/reception on an as needed basis.

Assist with issuing of key fobs, pool passes and processing access keys.

Scanning of returned mail.

Other duties as assigned.

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

Professional customer service skills.

Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) 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.