Administrative Assistant

Administrative Assistant

Come work at Associa! We are an industry leader in community association management and we are looking for a talented administrative assistant to join our team. If you're serious about your next move, Associa is an excellent place to grow your career. An Administrative Assistant is responsible providing clerical and administrative support to the lead Community Manager(s). The Administrative Assistant is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office.

Duties include but are not limited to:

• Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, work order, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests as necessary
• Update notes within homeowner accounts in C3 (Complete Control of Communities) of all conversations/correspondence with homeowner.
• Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Assist lead Community Manager in monitoring corporate and client delinquency rates and collections process for account portfolio.
• Maintain property files and unit files.
• Assist lead Community Manager with processing new homeowner welcome packets, if applicable.
• Assist lead Community Manager with issuing of key fobs, pool passes and processing access keys.
• Assist lead Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Assist lead Community Manager with requests for proposals, repair quotes, insurance notification lists.
• Assist lead Community Manager with update of property fact sheets in C3.
• Assist lead Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance with lead Community Manager direction, client enrollment, and local office protocol.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.
• Other duties as assigned.

Requirements:

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School Diploma or GED Required
• 0 -- 3 years of Community Association experience