Administrative Assistant

Associa

About The Position

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Requirements

Excellent verbal and written communications skills.
Creative thinking and efficient problem solving.
Ability to work with others in a business-like and professional manner.
Excellent organizational skills with the ability to prioritize tasks and handle multiple projects.
Ability to stay on task amidst frequent interruptions.
Proficiency in use of office systems and software: Microsoft Office and telephone systems.
High School Diploma or GED equivalent.

Nice To Haves

Experience in community, association, single-family, HOA, or condo industries is highly preferred.

Responsibilities

First and primary point of contact for visitors to the clubhouse.
Answering all incoming calls to the front desk.
Provide customer service to residents, co-workers, prospective residents, guests, and contractors by answering questions, directing appropriate people and forms, and providing general assistance.
Assist in google calendar scheduling and providing room set up requirements to maintenance.
Support with organizing housekeeping with vendors and/or maintenance.
Welcome new residents with explanation of new homeowner package. Verify that all paperwork needed by HOA has been received.
Maintain the front gate transponders system including updating database, for move in and out, and issuing replacements as necessary.
Maintain access control for residents taking pictures and creating IDs and maintaining the databases.
Assist Homeowners in managing their resident accounts: includes, set up, access, direct debit, and payments.
Obtain and record all age verification at move in, ensuring C-3 is updated with changes, birthdates, and contact information.
Maintain and distribute the Amenity Denial List in a timely manner with input from bookkeeping.
Validate proxies prior to the annual meeting.
Assure that the front desk, bulletin board, flyer carousels, and clubhouse are organized.
Process and distribute mail.
Log all checks that come to the drop box or front desk and provide receipts.
Duplicate welcome packets for new residents and provide quarterly reviews for accuracy.
Assist with special projects.
Maintain reference files, procedural manuals, instructional memorandums, records, and forms in an up-to-date and orderly manner.
Assists with Towne inquiries and with updating of website and monitoring content for accuracy.
Other duties as requested.