Onsite Administrative Assistant (Summit HOA SC)

RealManage • Columbia, SC

1d • $18 - $20 • Onsite

About The Position

The Onsite Administrative Assistant provides administrative support in a variety of functions to the Executive Director, including assisting with the operations of various administrative services. This role will ensure requests presented to the Executive Director for consideration are summarized, prioritized, and researched in a concise and usable format for the executive to review. This position may create or coordinate community and board communications, memos, and calendar schedules. We are looking for a highly organized, proactive, and articulate candidate who will use these skills to help maximize their executives’ time and efficiency. The candidate must be professional, flexible, and able to thrive in a dynamic work environment. Excellent communication and people skills are critical, as is the ability to build strong relationships internally and externally. The candidate should handle confidential matters with discretion, be a proactive problem solver, and work effectively on a team and independently.

Requirements

• Conduct business at all times with the highest standards of personal, professional and ethical conduct
• People Person - Public charisma and ability to develop positive relationships
• Strong ethical practices - Use of sound judgment
• Ability to think and work independently and collaboratively as a team with co-workers, residents and others by sharing ideas in a constructive and positive manner
• Must have experience with reading and reviewing monthly financials, AP/AR report
• A combination of experience in the areas of customer service, administrative assistance, and supervision of others of 2-3 years required
• Organizational and time management Skills - Must be able to work independently, handle multiple tasks, and prioritize daily workload
• Must possess strong customer service skills and a positive attitude
• Must be able to handle the stress and pressure of the position
• Must have advanced computer skills in the use of Microsoft Office Outlook, Word, and Excel
• Must possess exceptional communication skills (verbal and written)

Nice To Haves

• Bachelor’s degree preferred
• Experience working in the Community Management Industry is desirable

Responsibilities

• Assisting with AP/AR collections, minutes, Board Packets, ensuring the office is stocked, etc.
• Monitor and maintain oversight of state and federal corporate filing requirements to ensure compliance at all times
• Manage communication with homeowners to ensure compliance at all times
• Coordinating payment of all invoices due
• Updating communication platforms, including the community website
• Oversight of executive calendar to maintain timely completion of tasks and timeline management
• Manages filing systems to include, but not be limited to, hard copy files, digital files, vendor contracts, minute books, etc.
• Implementation and oversight of document retention processes
• Prepare financial or management reports for board review as needed
• Assist with implementing vendor bidding process for annual insurance and audit/tax services, preparing results for Board review
• Ensure vendor information is up to date
• Prepare Board Meeting agendas and assemble packet content for distribution, creating and/or editing packet content as needed, then attending the meetings to take the minutes on the meeting as well as managing all required meeting follow-up tasks
• Assist with the annual board election process
• Support lifestyle events and activities to include day-of-event assignments as needed
• Support the creation and distribution of newsletters to residents
• Coordinate all association mail
• From time to time, assist with front desk coverage as needed
• Assist with implementation of new company procedures and policies affecting onsite team operations
• Manage overall onsite office operations (e.g. phone system, office supplies/needs, etc.)
• Other assignments as deemed necessary by the Executive Director

Benefits

• Medical Insurance - Company will pay the premium for Employee Only Tier on the HSA plan
• Dental Insurance
• Vision Insurance
• Life and Disability Insurance
• HSA (Required High-Deductible Medical Plan to be eligible)
• FSA account for health-related expenses
• FSA account for dependent care expenses
• Education Reimbursement for industry related classes
• 401K match after 1 year
• Employee Assistance Program (EAP)
• 9 paid holidays and 2 floating holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level