Administrative Assistant

Capital Consultants Management Corporation • San Antonio, TX

1d • Onsite

About The Position

The Administrative Assistant serves as the primary point of contact for homeowners, vendors, and visitors, providing exceptional customer service and administrative support. This role is responsible for managing front desk operations, handling reservation approvals, amenity access fobs, payments and documentation, coordinating communications, and supporting the Community Director and Assistant Community Manager and office staff. The Receptionist plays an important role in maintaining a professional, organized, and welcoming office environment while ensuring accurate records and adherence to established policies and procedures. The Administrative Assistant provides essential support to the Community Director and team by handling day-to-day office operations. Responsibilities include answering phones and emails, assisting residents with inquiries, processing forms and payments, maintaining records and databases, scheduling appointments, preparing correspondence and reports, and supporting community events or meetings as needed. This role ensures smooth communication and efficient administrative flow within the management office.

Requirements

• High school diploma or equivalent required.
• Minimum of one (2) year of experience in a receptionist, front desk, customer service, or administrative support role.
• Basic understanding of office procedures, recordkeeping, and customer service best practices.
• Experience handling cash, checks, or payment processing.
• Intermediate computer skills, including proficiency with email, data entry, and office management systems.
• Ability to multitask, prioritize responsibilities, and work efficiently in a fast-paced office environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong customer service orientation with the ability to interact professionally with diverse individuals.
• Demonstrated de-escalation and conflict management skills.
• Excellent verbal and written communication skills.
• Strong organizational and recordkeeping abilities with attention to detail.

Nice To Haves

• Prior experience in property management, HOA, or community management environments.
• Familiarity with appointment scheduling systems, databases, or property management software.

Responsibilities

• Serve as the primary point of contact for homeowners, vendors, and visitors, providing exceptional customer service and administrative support.
• Manage front desk operations, including greeting, welcoming, and assisting homeowners and visitors professionally and courteously.
• Handle reservation approvals, amenity access fobs, payments, and documentation.
• Coordinate communications and serve as a primary contact for homeowner inquiries via phone, email, and in-person interactions.
• Respond to walk-in inquiries, providing general information or directing individuals to appropriate staff or departments.
• De-escalate tense or sensitive situations calmly and professionally while adhering to company policies and procedures.
• Answer and route all incoming phone calls promptly and accurately, taking clear, detailed messages and ensuring timely follow-up.
• Provide accurate information regarding community policies, assessments, amenities, and general HOA procedures.
• Address and resolve routine homeowner concerns, escalating complex or sensitive issues to the Community Director as needed.
• Accept payments from homeowners, including checks for assessments and other fees, maintaining accurate and timely records.
• Ensure checks are properly scanned and filed.
• Assist with basic payment-related questions while maintaining confidentiality and accuracy.
• Open and close the office in accordance with established security and operational procedures.
• Maintain the cleanliness, organization, and professional appearance of the front desk and reception area.
• Accept, sign for, and log deliveries; notify appropriate staff of received packages or materials.
• Assist homeowners with completing forms and required paperwork, ensuring accuracy and completeness.
• Sell and distribute amenity access devices in accordance with company policies.
• Maintain accurate records related to amenity access device issuance and payments.
• Answer phones and emails.
• Assist residents with inquiries.
• Process forms and payments.
• Maintain records and databases.
• Schedule appointments.
• Prepare correspondence and reports.
• Support community events or meetings as needed.

Benefits

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance

What This Job Offers

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