Administrative Assistant

Associa•Hilton Head Island, SC

11d

About The Position

The Administrative Assistant is responsible for the overall supervision of a community association and interacts with internal and external customers, including homeowners, vendors, board and committee members, and staff at the Associa Client Shared Service Center and branch office. The role supports the Association Board of Directors and oversees administrative, financial, vendor, facilities, and operational processes in accordance with the management agreement and Association policies and procedures.

Requirements

Proficient knowledge of Microsoft Office products, including Word, Excel, and Outlook.
Knowledge of communities, property or real estate, and homeowners associations.
Knowledge of the roles of the association board and Community Association Manager, and how those roles interface with homeowner requests.
Proficient knowledge of typical business correspondence, including grammar, structure, punctuation, and spelling.
Professional communication skills, including phone, interpersonal, written, and verbal communication.
Professional customer service skills.
Self-motivated, proactive, detail-oriented, and a team player.
Time-management and time-critical prioritization skills.
0–3 years of Community Association experience.

Nice To Haves

Associate's Degree or Bachelor's Degree preferred.

Responsibilities

Supervise the operation and administration of the Association in accordance with the management agreement and the Association's policies and procedures.
Act as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
Perform or direct administrative and management duties requested by the Board of Directors and consistent with the management agreement.
Ensure effective development and use of community management tools, including annual calendars, action item lists, resolution worksheets, timed agendas, RFP matrices, committee charters, procurement procedures, and FY operating budgets.
Review monthly financial reports and ensure a management summary is submitted to the Association Board of Directors.
Provide or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures needed to maintain community appearance and operations.
Monitor corporate and client delinquency rates and the collections process for the account portfolio.
Attend Board meetings as required by the management agreement and community events as needed.
Prepare Board packages according to established time frames.
Ensure the Board of Directors is aware of legal actions involving the Association.
Maintain unit and contract files related to Association operations.
Assist the Board of Directors or ARB with the architectural review process and routine inspections as necessary.
Maintain the C3 database, including updating resident information.
Manage routine and special-project vendors, including procurement and performance evaluation as contracted.
Oversee Associa staff as provided for in the contract.
Coordinate or oversee inspections of building facilities and common areas and arrange appropriate follow-up actions.
Oversee the accounts payable process in accordance with Associa home office processes and procedures.
Perform other duties as assigned.