Administrative Assistant

Associa • Fairfield, NJ

3d

About The Position

The Administrative Assistant provides clerical and administrative support to lead Community Manager(s) and serves as a liaison primarily between the managers and homeowners. The role also interacts occasionally with vendors, board and committee members, and staff at the Associa Client Shared Service Center and branch office. The position supports homeowner communications, community and property records, Board meeting materials, homeowner notices, collections, access credentials, architectural review processing, inspections, and other community management activities. The employee is expected to be hands-on and flexible in assisting with tasks requested by the client or management agent, in addition to other duties as assigned.

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 association boards and Community Association Managers and how those roles interface with homeowner requests.
• Proficient knowledge of typical business correspondence, including grammar, structure, punctuation, and spelling.
• Proficient knowledge of conflict resolution techniques.
• Professional communication skills, including phone, interpersonal, written, and verbal communication.
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player.
• Time-management and time-critical prioritization skills.
• High school diploma or GED required.
• 0–3 years of Community Association experience.

Responsibilities

• Respond promptly to most homeowner inquiries by phone, email, work order, letter, or in person.
• Interact with vendors and assist with emergency requests as needed.
• Record notes in homeowner accounts in C3 (Complete Control of Communities) documenting conversations and correspondence.
• Assist with preparing agendas, updating management reports, and compiling Board meeting packages and copies.
• Prepare newsletters, flyers, and other communications about maintenance services, projects, activities, and meetings.
• Assist with annual disclosure packages, annual meeting notifications, and annual financial statement packages, and arrange bulk mailings within applicable statutory or governing-document deadlines.
• Assist the lead Community Manager in monitoring corporate and client delinquency rates and the collections process for the account portfolio.
• Maintain property and unit files.
• Assist with new homeowner welcome packets, when applicable.
• Assist with issuing key fobs and pool passes and processing access keys.
• Assist with Architectural Review Board application processing and conduct on-site community inspections as needed.
• Assist with requests for proposals, repair quotes, and insurance notification lists.
• Assist with updating property fact sheets in C3.
• Assist with preparing homeowner CC&R violation letters and communicating hearing results to homeowners within applicable statutory or governing-document deadlines.
• Assist homeowners with Associa corporate programs, including websites and portals, in accordance with the lead Community Manager's direction, client enrollment, and local office protocol.
• Participate in Associa training, including Associa University webinars.
• Perform, assist with, or supervise other necessary tasks requested by the client or management agent, and perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED