Administrative Assistant

Administrative Assistant

Primary objective is to facilitate the administrative functions of the corporate office and Portfolio Manager. The Administrative Assistant should take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily function. Performs all duties in accordance with Access Management's policies, processes and procedures and within the realm of the management philosophy.

Essential Duties & Responsibilities

• Answer all calls and distribute as needed, greet homeowners, vendors and guests in a professional and timely manner.
• Assist residents as needed.
• Ensure workplace is kept neat and organized.
• Assist in booking of resident events.
• Monitor and distribute emails as needed.
• Assist with work orders.
  • Ensure oversight of landscaping work orders.
  • Communication with vendors.
  • Follow up with residents (email or phone call) to ensure their concerns have been addressed and satisfied.
• Handle Owner/Tenant Relations.
  • Process new tenants.
  • Ensure welcome packets are assembled accordingly.
  • Ensure there are tenant welcome packets and enough for resales.
  • Tenant registration.
• Verify lease.
• Provide Certificate of Approval letter.
• Maintain all necessary files in an organized manner.
• Assist with setting up new homeowner packages as needed.
• Update Vantaca websites as needed.
• Assist manager as needed.
  • Understand restrictions for community – be able to know where information is on Docs to properly answer resident questions.
  • Know clubhouse rules & regulations.
  • Be up to date with current events at the clubhouses.
• Fill in for receptionist as needed.
• Maintain the Community Managers schedule, calendar and files.
• Assist in maintaining the Community's hard files and uploading files to Vantaca
• Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, which includes the daily syncing with the website and adding monthly committee and board agendas and minutes as needed.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with up to date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes and send follow-up response letters to the homeowners.
• Assist Community Manager with the creation, printing and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting/elections.
• Work with the Community's Inspector when required on the violation process.
• Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
• Assist the Community Manager with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements.
• Properly document all Homeowner requests and process accordingly.

Additional Responsibilities

• Practice and adhere to Access Management's Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibility

Non-Applicable

Education & Experience

High School diploma or equivalent AA or BA preferred, CAM preferred.

Knowledge, Skills & Proficiencies

• Excellent people skills, team building skills and conflict management skills.
• Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong Time Management skills.
• Strong Problem Solving and Conflict Management skills.
• Ability to successfully work with a wide range of personnel including vendors, personnel, office staff and all levels of management personnel.

Physical Requirements/Working Environment

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and building.

Work Environment

The work environment characteristics are normal office conditions. This is a full-time position. There will be occasions when it is necessary to work various evenings, weekends and holidays. Consistent and regular attendance required. 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.