Administrative Assistant - Onsite Community Association

Affinity Management Services LLC.

3d•Onsite

About The Position

Affinity Management Services is seeking an Administrative Assistant to provide support to managers and employees, assist in daily office needs, and manage general administrative activities. This role involves meeting arrangements, preparing reports, and maintaining filing systems. The ideal candidate will offer excellent customer service to residents, process applications, manage guest and vendor check-ins, update resident information, and perform other tasks as assigned by management. The position requires weekend availability and involves maintaining a clean and organized workspace, handling mail, scheduling appointments, preparing documents, assisting with event planning, and managing office supplies.

Requirements

High school diploma/GED equivalent required.
Amazing interpersonal abilities.
Experience within the Property Management, Condo/HOA Law or Real Estate industries.
Knowledge of Architectural Modification processing procedures.
Strong Administrative Support Experience.
Willingness to maintain confidentiality.
Time management skills.
Minimum of (1) year’s in customer service in the hospitality industry or similar.
Excellent oral and written communication with interpersonal skills.
Empathy and friendly phone manners required.
Ability to work with computer hardware/software is a must.
Top of the line organizational skills and ability to handle multitasking.
Must be able to stand and move throughout office and continuously perform essential job functions with or without reasonable accommodations for the entire shift.
Weekend availability required.

Nice To Haves

Familiarity with the hospitality industry is a plus.
Bilingual is desirable.

Responsibilities

Provide excellent customer service to residents within the community by answering and directing phone calls, emails, and other correspondence.
Address unit owners' inquiries via phone, email, or in person.
Help process purchases and leases applications.
Check in clubhouse guest (if applied).
Check in vendors who come onto the property.
Update Owners/Tenants in Directory or any information.
Access and accurately input information using a computer system.
Perform tasks assigned by management.
Maintain a clean and organization, have general task assistance.
Handle courier requests, return and distribute mail.
Maintain and organize files and records.
Schedule appointments and meetings.
Prepare reports, memos, and other documents.
Assist with event planning and coordination.
Manage office supplies and inventory.
Provide support to other staff members as needed.