Administrative Assistant

Associa•Temecula, CA

3d•$22 - $25•Onsite

About The Position

The Administrative Assistant supports and assists general office activities and projects with administrative tasks within our Commercial Division. This role provides customer service support and under moderate supervision, work may involve contact with Owners, Board Members, Vendors and Tenants.

Requirements

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
Knowledge of Strongroom and/or AppFolio software at a proficient level.
Professional customer service skills.
Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
Partner with multiple stakeholders (ex: managers, vendors, peers, clients, tenants, etc.)
Ability to interpret verbal and/or written instructions at a proficient level.
Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
Knowledge of company policies, procedures, and forms.
Must be able to work effectively with others in person and in group setting
Must be able to prioritize, manage time, and meet deadlines.
Must be able to interpret verbal and/or written instructions at a proficient level.
Must be able to communicate effectively and professionally on phone, email, and in-person.
Must be able to operate general office equipment (copier, fax, phone systems, etc.).
High School Diploma or GED Required
At least one year of directly related or closely related experience

Responsibilities

Update and file association documents for Managers. Arrange for delivery and pick up of documents from storage when necessary.
Update owner, tenant and association information in C3, AppFolio, and shared files.
Process and distribute incoming and outgoing mail department.
Process print jobs, scanning and faxing as general office support when needed.
Process late fee reversal workflow submittals as requested by the managers.
Forward monthly payment checks to lockbox or the DRM office for processing.
Forward miscellaneous checks, collection checks and escrow checks received at the office.
Vendor Set up & provide updates through Branch Access. Request insurance updates in AppFolio and update in Branch Access as appropriate.
Forward all non-partner bank statements received at local branch to CSSC and save properly in Branch Access.
Handle all client and local corporate checks that print locally and properly disburse.
Properly identify client vendor invoices received at local office, confirm proper format, and return to vendor to get in proper format and forward to local invoices.
Organizes and prepares correspondence relating to portfolio business.
Receives/responds/forwards incoming calls from Owners, Board Members, Tenants and Vendors.
Follow through on various requests.
Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
Prepares and assists Community Managers with monthly board packages and in house mailings.
Relieves concierge/reception on an as needed basis.
Other duties as assigned.