Mail Clerk

Associa•Austin, TX

About The Position

This role involves managing mail, setting up new accounts in accounting software, updating customer information, processing deposits, posting charges and credits, and resolving issues with title companies. The position also requires formatting community data for import, understanding HOA operations, providing excellent customer service, and maintaining professionalism. Key responsibilities include daily mail handling, coordinating deliveries from various carriers, managing conference room bookings, tracking and ordering supplies, and updating vendor information.

Requirements

Are at least 18 years old.
Have a high school diploma or GED.
Are legally eligible to work in the United States.
Can navigate through different application systems.
Competency in Microsoft Office Applications.
Have a naturally positive attitude.
Ability to communicate clearly and professionally, both verbally and in writing.
Pleasant, friendly attitude, with an ability to adapt to change.
Strong listening skills.
Ability to multi-task.
Attention to detail.
Time management skills.
Problem resolution skills.
Decision-making skills.
Customer-centric focus.
Self-motivated.

Nice To Haves

Knowledge of HOA and the setup of each community.
Be extremely articulate and professional.
Knowledge of HOA and the services we provide to each community.
Be extremely articulate and professional.

Responsibilities

Set up new accounts in accounting software using closing documents.
Update all new customer information.
Deposit incoming funds associated with closings.
Post charges and credits in VMS Software.
Resolve issues and concerns via phone and email with title companies.
Format new sections and/or phases of communities for import.
Provide excellent customer service.
Escalate calls to appropriate Managers and/or Supervisors when necessary.
Assure completion and security of daily mail opening, date stamping and distribution, receipting and logging via daily Receivables Log.
Coordinate delivery of all Courier, FedEx, USPS and other carrier mail.
Coordinate online conference room booking management.
Track inventory and order office and kitchen supplies.
Update mailboxes as needed.
Update Vendor tracking sheet in Teams.