Administrative Assistant

Associa•Fairfield, NJ

About The Position

The Administrative Assistant provides clerical and administrative support to lead Community Manager(s) and serves primarily as a liaison between them and homeowners. The role also occasionally interacts with vendors, board and committee members, Associa Client Shared Service Center staff, and branch-office staff. The position handles homeowner inquiries and account documentation; helps prepare board meeting materials and homeowner communications; supports annual disclosure, meeting-notification, and financial-statement mailings; maintains property and unit files; and assists with community management activities such as delinquency monitoring, homeowner onboarding, access credentials, architectural review applications, inspections, proposals, property records, and CC&R violation communications. The person in this role is expected to be hands-on and flexible in assisting with tasks requested by the client or management agent, and to participate in Associa training.

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 relate to homeowner requests.
Proficient knowledge of business correspondence, including grammar, structure, punctuation, and spelling.
Proficient knowledge of conflict resolution techniques.
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.
High school diploma or GED required.
0–3 years of Community Association experience.

Responsibilities

Field and respond to homeowner inquiries by phone, email, work order, letter, or in person.
Interact with vendors and help address emergency requests as necessary.
Record notes in homeowner accounts in C3 (Complete Control of Communities) documenting conversations and correspondence.
Help prepare agendas and management reports, and compile documents and copies for board meeting packages.
Prepare newsletters, flyers, and other communications about maintenance services, projects, activities, and meetings.
Help prepare and arrange bulk mailing of annual disclosure packages, annual meeting notifications, and annual financial statement packages within applicable deadlines.
Help monitor corporate and client delinquency rates and the collections process for the account portfolio.
Maintain property and unit files.
Help process new homeowner welcome packets, when applicable.
Help issue key fobs and pool passes and process access keys.
Help process Architectural Review Board applications and perform on-site community inspections as necessary.
Help with requests for proposals, repair quotes, and insurance notification lists.
Help update property fact sheets in C3.
Help prepare homeowner CC&R violation letters and communicate hearing results within applicable deadlines, as needed.
Assist homeowners with Associa corporate programs, including websites and portals, according to lead Community Manager direction, client enrollment, and local office protocol.
Participate in Associa training, including Associa University webinars.
Perform, assist with, or supervise other tasks requested by the client or management agent, and carry out other duties as assigned.