Administrative Assistant (4+month temporary)

Associa • Boston, MA

1d • $20 - $25 • Onsite

About The Position

One Charles is a premier luxury residential community. The Property Administrator is expected to provide service that reflects the standards of a five-star hospitality environment while maintaining professionalism, discretion, and attention to detail. The Property Administrator will act as the point of contact for all residents, providing administrative support and managing their queries. The Property Administrator will ensure all administrative activities run smoothly on a daily and long-term basis.

Requirements

• High school diploma High School Diploma or GED Required.
• 2+ years of concierge experience in a high-end clientele environment.
• Professional demeanor and presentation.
• Customer service driven and team oriented.
• Excellent communication skills, written and spoken.
• Attention to detail, proactive, and takes the initiative to service homeowners, guests, and visitors.
• Ability to anticipate needs and proactively responds to requests and inquires, in person- by phone, and email.
• Self-motivated, detail oriented and a team player.
• Time management and time critical prioritization skills.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

Responsibilities

• Serve as the primary administrative point of contact for residents, unit owners, and prospective residents.
• Process move-in, move-out, and renovation documentation.
• Prepare welcome packets and orientation materials for new residents.
• Maintain confidentiality of resident information and Association records.
• Assist residents with BuildingLink registration, updates, and account management.
• Manage and maintain BuildingLink records, announcements, reservations, work orders, package logs, resident directories, and electronic communications.
• Support the General Manager and Director of Facilities & Operations in the execution of special projects, resident initiatives, and operational programs.
• Assist as needed in supporting the front of house staff, including covering breaks, and absences.
• Assist with accounts receivable collections and owner account inquiries.
• Process daily resident charges.
• Generate resident financial statements, and assist with resident questions.
• Process invoices and code expenses for management review.
• Prepare monthly management reports and resident communication materials.
• Maintain records of contracts, warranties, and vendor agreements.
• Assist in preparing Board meeting packets and supporting materials.
• Attend Board and committee meetings as requested and prepare meeting minutes.
• Coordinate committee communications and scheduling.
• Assist with tracking preventive maintenance schedules.
• Coordinate vendor access and maintain vendor compliance documentation.
• Maintain key, fob, parking, and access control records.
• Assist with emergency communications and resident notifications.
• Support package management and resident deliveries when needed.

What This Job Offers

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