Administrative Assistant

Associa•Rohnert Park, CA

6d•$20 - $24•Onsite

About The Position

The Administrative Assistant supports multiple communities and assists the General Manager with general office activities, projects, and administrative tasks. The role provides customer service support and serves as the initial point of contact for homeowners and vendors, in person and by phone. The position includes nights and weekends. The role maintains association and homeowner information, processes mail and office documents, supports work order and amenity reservation processes, and prepares correspondence and materials for community management and association business. It also supports recreation center operations and performs other duties as assigned.

Requirements

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/or written instructions at a proficient level.
Ability to self-motivate, be proactive and detail-oriented, and function successfully as part of a team.
Ability to keep workspaces organized and maintained, alert the Office Manager when supplies are low, and assist with stocking and distributing supplies.
Ability to maintain confidentiality and discretion in performing duties and responsibilities.
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 a copier, fax, and phone systems.
High school diploma or GED required.
At least one year of directly related or closely related experience.

Nice To Haves

Direct experience is highly considered.

Responsibilities

Update and file association documents for the Community Manager and General Manager.
Arrange delivery and pickup of documents from storage when necessary.
Update homeowner and association information in C3 and shared files.
Process and distribute incoming and outgoing mail for the office and associations.
Process print jobs, scanning, and faxing as general office support when needed.
Review work order requests and update statuses daily, including running reports, contacting vendors, and updating software.
Review amenity rental reservations, coordinate rental statuses, conduct resident walk-throughs, and notify janitorial staff about setup.
Organize and prepare correspondence relating to association business.
Receive and respond to incoming calls from homeowners, Board members, and vendors.
Follow through on various requests.
Prepare and assist the Community Manager with monthly board packages, violation letters, and other in-house mailings.
Distribute parking tags and Rec Center fobs; update annual parking tags monthly.
Update the community bulletin board.
Run weekly reports and provide updates in TownSq, C3, and Branch Access.
Complete and submit architectural applications, communicate results with homeowners, and generate Board Packet letters in C3.
Restock ping pong supplies and assist with general recreation center management.
Perform other duties as assigned.