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 administration and operation of the Association in accordance with its management agreement and policies and procedures. It also includes board liaison, financial and vendor oversight, record maintenance, meeting preparation, and coordination of community inspections and maintenance.

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 phone, interpersonal, written, and verbal communication skills.
Professional customer service skills.
Self-motivated, proactive, detail-oriented, and able to work as a team player.
Time-management and time-critical prioritization skills.

Nice To Haves

Associate's degree or bachelor's degree preferred.
0–3 years of Community Association experience.

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 Associa community management tools are effectively developed and used, including annual calendars, action item lists, resolution worksheets, timed agendas, RFP matrices, committee charters, procurement procedures, and fiscal-year 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 Board of Directors and committees regarding major capital expenditures needed to maintain the desired community appearance and operation.
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 within 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 or 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.