Administrative Assistant

Associa•Las Vegas, NV

3d•Onsite

About The Position

Associa Nevada South is seeking an Administrative Assistant to support operations at its Las Vegas, Nevada branch. The role assists with office activities and administrative tasks, provides customer service support, and works closely with Community Managers. Under moderate supervision, the position may involve contact with homeowners and board members. It is described as an opportunity to enter the Association Management industry, with growth opportunities within the organization. The Administrative Assistant updates and files association documents and records, coordinates document delivery and pickup, processes office and association mail, and provides general office support such as printing, scanning, and faxing. Additional duties include preparing correspondence, responding to calls and requests, assisting with invoices and board packages, and supporting property inspections as needed. The position is on-site at the branch, with general office hours of 8:00 AM to 5:00 PM Monday through Friday. Overtime may be required.

Requirements

High school diploma or GED.
Proficient knowledge of Microsoft Office products, including Word, Excel, and Outlook.
Professional customer service skills.
Proficient knowledge of typical business correspondence, including grammar, structure, punctuation, and spelling.
Ability to partner with multiple stakeholders, such as Community Managers, vendors, peers, and clients.
Ability to interpret verbal and written instructions proficiently.
Ability to self-motivate, be proactive and detail-oriented, and function successfully as part of a team.
Ability to maintain confidentiality and discretion.
Knowledge of company policies, procedures, and forms.
Ability to work effectively with others in person and in group settings.
Ability to prioritize, manage time, and meet deadlines.
Ability to communicate effectively and professionally by phone, email, and in person.
Ability to operate general office equipment, including copiers, fax machines, and phone systems.
Valid driver's license, vehicle insurance, reliable vehicle, and reliable transportation.

Nice To Haves

One to three years of related administration, customer service, or hospitality experience; direct experience is highly considered.

Responsibilities

Update and file association documents for Community Managers.
Arrange delivery and pickup of documents from storage when necessary.
Update homeowner and association information in databases and shared files.
Process and distribute incoming and outgoing mail for the office and associations.
Handle printing, scanning, and faxing as general office support when needed.
Organize and prepare correspondence relating to association business.
Receive and respond to calls from homeowners, board members, and vendors, and follow through on requests.
Review invoices for completeness and accuracy and prepare payable vouchers for manager approval if not completed by the Telephone Operator.
Prepare and assist Community Managers with monthly board packages and in-house mailings.
Assist with on-site property inspections as needed.
Provide general office support as needed.
Relieve receptionists or telephone operators on an as-needed basis.
Keep workspaces organized and maintained, alert the receptionist when supplies are low, and assist with stocking and distributing supplies.
Perform other duties as assigned.