Copy of PT Administrative Assistant

Job Description

Job Description

Description:

Keymont Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and KCM’s Management Agreement. The Administrative Assistant conducts all business in accordance with the Association’s governing documents and KCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to housing.

The Administrative Assistant reports to and receives general supervision and direction from the Property Manager that they provide support to. The Administrative Assistant is to comply with the governing documents and KCM’s established policies and procedures and is not to take action contrary to such guidelines. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people, including owners, tenants, property managers, and outside contacts all while providing quality customer service.

Essential Duties and Responsibilities

· Offer support to owners via email, telephone and office walk-ins

· File applicable hard-copy documents in owner lot files/folders

· Process clubhouse and pool rental agreements and payments

· Update all calendars as applicable to include rentals, meetings and other events

· Post meeting minutes and other Association documents on hoabrookside.com

· Enter invoices into Strongroom and code according to appropriate budget line item

· Print, stuff, stamp and mail paperwork as needed

· Assist with certified mailings

· Process ARCC applications - screen for completeness, request any additional materials, confirm receipt to owners; create ARCC agenda and application list for committee meetings

· Assist with laminating and hanging signage inside clubhouses as necessary

· Check toilet paper, paper towels, sanitizing wipes and fitness center water in the main clubhouse daily and fill as necessary

· Monitor clubhouse, cleaning and office supplies and order as necessary

· Change printer toner and waste box as necessary (sent automatically by MP Copiers)

· Print and assemble welcome packets for new owners; mail as applicable

· Remove former owners from HOA website, Constant Contact, CellBadge & Brivo

· Create new key fobs/delete key fobs for owners in Brivo

· Order trash and recycling cans for owners (only builder purchased homes, not resale)

· Perform other administrative and clerical duties as assigned

Knowledge and Skills

· A High School Diploma is required.

· 1 to 2 years’ experience in a related office position.

· Maintain full working knowledge of all Association and KCM operating policies and procedures.

· Intermediate or advanced knowledge of Microsoft Office systems, including but not limited to Outlook, Excel and Word.

· General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.

· Maintain full working knowledge of the 3rd party software used by KCM to include: Strongroom Payables Lockbox, Vantaca Violations and community website/web portal hosts.

· Maintain full working knowledge of Vantaca Access modules, printers, telephones, fax machine, photocopier.

Physical Demands and Work Environment

· Physical Demands

o Ability to complete general office duties.

o Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).

o Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.

o Able to see well enough to use the computer effectively and read written communications.

o Ability to lift, push, pull or carry up to 40 pounds for the dissemination of documents, supplies, materials, packages etc. to various locations throughout the office/facility.

o May be required to climb stairs depending on the property structure.

· Work Environment

o A professional office environment.

o Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.