Admin Asst

Associa•Houston, TX

About The Position

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com. Job Description Front Desk- Telfair Duties include but are not limited to: • Become familiar with each association’s documents as they relate to your service role • Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately) • Work with the manager on violation letters as requested. • Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc. • Draft and mail letters to parties as requested by CAM- 2 business days • Process community mailings; special notices, meeting notices, etc.- 2 business days • Electronically file community related documents via company platform- daily • Maintain/program entry gates directories- within 24 hours • Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours • Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours • Rotate as Receptionist on scheduled basis • Assist CAM in preparation of Board meeting packets- as needed • Prepare and process Annual Meeting Notices- time sensitive, 3 business days • Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days • Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed • Maintain a current hardcopy and e-file community information sheet (hot sheet)- as needed • Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed • Maintain community websites via company platform- as needed • Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur • Review, code and process invoices for payment of services – daily within 24 hours • Other Responsibilities- this list should not be considered to be all encompassing and is subject to change

Requirements

Requires a high school diploma or GED; Associates degree preferred.
Six to twelve months of related clerical or administrative support experience required

Responsibilities

Become familiar with each association’s documents as they relate to your service role
Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately)
Work with the manager on violation letters as requested.
Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc.
Draft and mail letters to parties as requested by CAM- 2 business days
Process community mailings; special notices, meeting notices, etc.- 2 business days
Electronically file community related documents via company platform- daily
Maintain/program entry gates directories- within 24 hours
Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours
Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours
Rotate as Receptionist on scheduled basis
Assist CAM in preparation of Board meeting packets- as needed
Prepare and process Annual Meeting Notices- time sensitive, 3 business days
Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days
Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed
Maintain a current hardcopy and e-file community information sheet (hot sheet)- as needed
Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed
Maintain community websites via company platform- as needed
Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur
Review, code and process invoices for payment of services – daily within 24 hours
Other Responsibilities- this list should not be considered to be all encompassing and is subject to change