CMA Part Time Administrative Assistant

Associa•Perry, GA

2d•Onsite

About The Position

The Part-Time Administrative Assistant provides administrative and general support to the Association Manager and other members of the senior management team. The role maintains electronic files and information retrieval systems; performs clerical tasks such as copying, faxing, scanning, and preparing documents for mailing; coordinates couriers; and assists with property charge tracking, account research, compliance, architectural and gate reports, and resident amenity scheduling. The assistant also provides customer service, maintains key fobs, access cards, keys, and parking decals, and supports special projects as assigned. Bookkeeping duties include assisting with resident association fee collection and payment processing, accounts payable invoices, committee income processing, reimbursement and service requests, and maintaining accurate financial, HOA, and governing-document records in Vantaca. The position operates in a professional office environment and uses standard office equipment. Physical demands include processing, lifting, and moving boxes weighing 25 to 30 pounds, as well as lengthy periods of sitting, standing, bending, and stooping. Business casual dress is required. Days and hours are determined and scheduled by the supervising manager.

Requirements

Excellent verbal and written communication skills, with the ability to communicate clearly and concisely with personnel at all levels.
Excellent customer service and organizational skills.
Accuracy, attention to detail, and dependability.
Ability to work independently without supervision and demonstrate initiative.
Strong multitasking skills and ability to meet deadlines.
Positive and professional appearance, attitude, and demeanor.
Ability to contribute consistently as a team player.
Proficiency using Microsoft Office applications and Outlook email.
Ability to process, lift, and move boxes weighing 25 to 30 pounds.

Nice To Haves

Experience using Vantaca or other accounting software.
Bachelor’s degree, though equivalent experience or coursework may be accepted.

Responsibilities

Maintain electronic files and an efficient information retrieval system.
Perform clerical duties, including copying, faxing, scanning, and preparing large volumes of documents for mailing.
Coordinate couriers for outside print jobs and other work-related documents or packages.
Assist Association Managers with tracking and recording charges to specific properties.
Assist Association Managers with researching account information.
Process compliance, architectural, and gate reports for Association Managers.
Assist Association Managers with scheduling resident amenities.
Provide customer service to clients and other employees.
Maintain key fobs, access cards, keys, and parking decals.
Assist with special projects as assigned.
Assist with collecting association fees from residents and processing payments promptly.
Assist with processing accounts payable invoices and committee income.
Assist with processing reimbursement, maintenance, lawn care, and other requests.
Scan and maintain accurate financial records, HOA records, and governing documents in Vantaca.