Assistant

Associa•New York, NY

About The Position

Essential Duties and Responsibilities • Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary. • Update homeowner and association information in C3 and shared files. • Process and distribute incoming and outgoing mail for the office and Associations. • Process print jobs, scanning and faxing as general office support when needed Other Duties and Responsibilities • Organizes and prepares correspondence relating to association business. • Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests. • Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator. • Prepares and assists community managers with monthly board packages and in house mailings. • Relieves concierge/reception on an as needed basis. • Other duties as assigned.

Requirements

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
Professional customer service skills.
Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
Ability to interpret verbal and/or written instructions at a proficient level.
Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
Ability to keep workspaces organized and maintained.
Alerts Office Manager of low supplies and assists in supply stocking and distribution.
Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
Knowledge of company policies, procedures, and forms.
Must be able to work effectively with others in person and in group setting
Must be able to prioritize, manage time, and meet deadlines.
Must be able to interpret verbal and/or written instructions at a proficient level.
Must be able to communicate effectively and professionally on phone, email, and in-person.
Must be able to operate general office equipment (copier, fax, phone systems, etc.).
High School Diploma or GED Required
At least one year of directly related or closely related experience

Responsibilities

Update and file association documents for Community Managers.
Arrange for delivery and pick up of documents from storage when necessary.
Update homeowner and association information in C3 and shared files.
Process and distribute incoming and outgoing mail for the office and Associations.
Process print jobs, scanning and faxing as general office support when needed
Organizes and prepares correspondence relating to association business.
Receives and responds to incoming calls from homeowners, Board members and vendors.
Follow through on various requests.
Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
Prepares and assists community managers with monthly board packages and in house mailings.
Relieves concierge/reception on an as needed basis.
Other duties as assigned.