Administrative Assistant

Associa•Rohnert Park, CA

About The Position

The Administrative Assistant supports multiple communities and assists the General Manager with office activities, projects, and administrative tasks. The role provides customer service and serves as an initial point of contact for homeowners and vendors, in person and by phone. It includes nights and weekends and is based at 6600 Hunter Drive, Rohnert Park, California. The position maintains association and homeowner records, handles office and association mail and document processing, supports work-order and amenity-reservation workflows, and assists with community management and recreation center activities. The employee also prepares correspondence and board materials, responds to requests, updates records and reports across operating systems, and performs other duties as assigned.

Requirements

High school diploma or GED.
At least one year of directly related or closely related experience.
Proficiency with Microsoft Office products, including Word, Excel, and Outlook.
Professional customer service skills.
Proficiency in typical business correspondence, including grammar, structure, punctuation, and spelling.
Ability to partner with 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.

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.
Provide general office support, including printing, scanning, and faxing.
Review work-order requests and update statuses daily, run reports, contact vendors, and update software.
Review amenity rental reservations, coordinate rental statuses, conduct walk-throughs with residents, and notify janitorial staff about setup.
Organize and prepare correspondence related to association business.
Receive and respond to calls from homeowners, Board members, and vendors, and follow through on requests.
Assist the Community Manager with monthly board packages, violation letters, and other in-house mailings.
Distribute parking tags and recreation center fobs, and update annual parking tags monthly.
Update the community bulletin board.
Run weekly reports and provide updates in TownSq, C3, Branch Access, and other operating systems.
Complete and submit architectural applications, communicate results to homeowners, and generate Board Packet letters in C3.
Restock ping pong supplies and assist with general recreation center management.
Maintain organized workspaces, alert the Office Manager when supplies are low, and assist with stocking and distribution.
Perform other duties as assigned.