Administrative Assistant

Associa•Schaumburg, IL

9d•$18 - $22

About The Position

The Administrative Assistant is responsible for providing customer service to unit owners, Board members, support managers and office leadership to handle day-to-day administrative activities. We are a growing company, and always seeking qualified individuals with a strong work ethic, a commitment to excellence, the willingness to go above and beyond and a desire to join an incredible team.

Requirements

High School Diploma or Equivalent.
A minimum of two (2) years of administrative experience.
Strong attention to detail skills.
Time management skills.
Effective communication skill.
Strong computer abilities including Microsoft Word, Excel, and Outlook.
A clear understanding of how to compose business correspondence.
Basic understanding of all general office equipment and etiquette.
Excellent organizational, multi-tasking and customer service skills.

Nice To Haves

A preferred accurate typing ability of 45 wpm.

Responsibilities

Providing exceptional customer service to clients.
Supporting community managers by being an extension of a manager without making decisions of a manager.
Working internally with other departments to ensure tasks are completed accurately and efficiently.
Providing a calendar of events, meetings, and deadlines for assigned associations and proactively advising on upcoming deadlines monthly.
Becoming familiar with all aspects of assigned associations, including but not limited to, type, amenities, governing documents, procedures, etc.
Providing the necessary research and response to all correspondence pertaining to homeowner accounts, vendor accounts, architectural issues, noncompliance, understanding of resale requirements/documentation, and general community information.
Reviewing architectural applications for completeness, inputting into a database, and forwarding per association instructions.
Preparing notices, letters, and correspondence for the community manager to review and sign.
Preparing and ordering business cards, printing supplies, and other office supplies.
Printing and applying mailing postage to notices, letters, and correspondence.
Maintaining Association databases: Updating information as needed regarding board changes, community changes, vendors, events, Association facts, utilizing notes for all owner communications, etc.
Completing research projects as needed in areas such as accounting, architectural, and non-compliance.
Maintaining the Secretary of State Annual Report, Tax Filings, Audits, and Insurance spreadsheets.
Completing a variety of forms for accounting, mail processing center, community managers, etc. as required.
Working with community managers, vendors, and other co-workers during community emergency situations.
Assisting with the annual meeting process.
Assisting community managers with various tasks, including completing action list items, preparing agendas, updating management reports, compiling documents, copies of Board packets, drafting bid specifications, repair quotes, insurance, drafting newsletters, and other various documents to inform owners of maintenance services or projects, activities, meetings, etc.
Assisting community managers with monitoring client delinquency rates and the collection process, and applying legal charges to client accounts.
Managing and maintaining return mail.
Assisting in meeting preparation, including identifying and securing a meeting location, placing or providing signage, sign-in sheets, etc.
Maintaining resident information in an internal database to ensure accuracy.
Providing customer service for entry gates, keys, codes, pool passes, etc.
Monitoring and responding to internal database requests, uploading documents, utilizing calendars for reservations, monitoring & escalating forum posts that need to be addressed.
Fielding and responding promptly to escalated owner work requests and inquiries via phone, email, letter and/or in person, with assistance from Community Manager(s).
Assisting in the processing of new owner welcome packets, as applicable.
Assisting in owner violation processing.
Processing all returned homeowner resolution forms.
Additional duties may be assigned as needed by the immediate supervisor.