Admin Asst

Associa•Houston, TX

1d•Onsite

About The Position

This role involves providing administrative support, primarily focused on front desk duties and assisting Community Association Managers (CAMs). The responsibilities include managing communications, processing mailings and documents, maintaining community records and systems, and supporting board and annual meetings. The position requires a proactive approach to handling various administrative tasks and homeowner inquiries.

Requirements

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

Nice To Haves

Associates degree preferred.

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.
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. 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.