Administrative Assistant

The Administrative Assistant is responsible for providing customer service to unit owners, Board members, support managers and office leadership to handle day-to-day administrative activities. We are a growing company, and always seeking qualified individuals with a strong work ethic, a commitment to excellence, the willingness to go above and beyond and a desire to join an incredible team.

• Responsible for providing exceptional customer service to our clients. Also responsible for supporting the community manager(s) in their role by being an extension of a manager without making decisions of a manager. Required to work internally with other departments to ensure tasks are completed accurately and efficiently.
• Provide a calendar of events, meetings, deadlines for assigned associations and proactively advise on upcoming deadlines monthly.
• Become familiar with all aspects of assigned associations, including but not limited to, type, amenities, governing documents, procedures, etc.
• Must have a working knowledge of the company database and all programs necessary to perform the job.
• Provide the necessary research and response to all correspondence pertaining to, including but not limited to, homeowner accounts, vendor accounts, architectural, noncompliance, understanding of resale requirements/documentation, general community information, etc.
• Review architectural applications for completeness, input into a database and forward per association instructions and comply with the policy and procedures of the company.
• Prepare notices, letters and correspondence for the community manager to review and sign.
• Prepare and order business cards, printing supplies and other office supplies.
• Print and apply mailing postage to notices, letters and correspondence.
• Maintain Association databases: Update information as needed regarding board changes, community changes, vendors, events, Association facts, utilize notes for all owner communications, etc. in accordance with the policy and procedures of the company.
• Complete research projects as needed in areas such as accounting, architectural, non-compliance, etc.
• Maintain the Secretary of State Annual Report, Tax Filings, Audits, Insurance spreadsheets in accordance with the policy and procedures of the company.
• Complete a variety of forms for accounting, mail processing center, community managers, etc. as required.
• Work with community managers, vendors and other co-workers during community emergency situations
• Assist with the annual meeting process in accordance with the policy and procedures of the company.
• Assist community managers with various tasks, including but not limited to, completing action list items, preparing agendas, updating management reports, compiling documents, copies of Board packets, drafting bid specifications, repair quotes, insurance, drafting newsletters, and other various documents to inform owners of maintenance services or projects, activities, meetings, etc.
• Assist the community managers with monitoring client delinquency rates and the collection process. Applying legal charges to client accounts.
• Manage and maintain return mail in accordance with the policy and procedures of the company.
• Assist in meeting preparation, including but not limited to, identifying and securing a meeting location, placing or providing signage, sign-in sheet, etc.
• Maintain resident information in an internal database to ensure the information is accurate.
• Provide the necessary customer service for the entry gates, keys, codes, pool passes, etc. in accordance with the policy and procedures of the association and company.
• Monitor and respond to internal database requests, upload documents, utilize calendars for reservations (when applicable), monitor & escalate forum posts that need to be addressed.
• Field and respond promptly to escalated owner work requests and inquiries via phone, email, letter and/or in person, with assistance from Community Manager(s).
• Assist in the processing of new owner welcome packets, as applicable.
• Assist in owner violation processing.
• Additional duties may be assigned as needed by the immediate supervisor.
• Process all returned homeowner resolution forms in accordance with company policy and procedures.

• Education: High School Diploma or Equivalent.
• Experience: A minimum of two (2) years of administrative experience.
• Strong attention to detail skills
• Time management skills
• Effective communication skill
• Strong computer abilities are required including but not limited to Microsoft Word, Excel, and Outlook.
• A preferred accurate typing ability of 45 wpm.
• Must have a clear understanding of how to compose business correspondence. Should have a basic understanding of all general office equipment and etiquette.
• Excellent organizational, multi-tasking and customer service skills are required.