Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

• Provide polite and knowledgeable assistance to owners, vendors, real estate professionals and others who come into the office. Have working knowledge of the Rules and Regulations as well as knowledge of other governing documents.
• Maintain on-site office hours in accordance with the contract and provide proper notice to CAM and/or Board President when unable to be on site.
• Preparation of agendas and posting of meeting notices and other notices via email, texts and in building towers. In addition, uploading meeting agendas, meeting minutes, and management reports. Preparation of Board Packets to send to board members prior to board meetings.
• Provide owners with Application forms for Architectural Revisions (ARC), Pet and Service Animals, Lease and Sales forms as needed; give guidance on how to complete them on paper or online; and distribute completed forms to the CAM and Board. Collect deposits as necessary.
• Maintain, update and coordinate current information on the Association's website, as well as scan important documents onto the website.
• Keep track of insurance certificate requests. Maintain insurance files/records for both vendors and unit owners.
• Reconcile General Ledger account Gl #20080, Security Deposits.
• Reconcile bank credit card statement to purchase receipts.
• Maintain supply closet. Purchase office supplies as needed, with approval of major expenditures.
• Open and distribute mail, prepare accounts payable invoices with work orders and receive tickets.
• Prepare transfers/real estate packages for submittal to attorney, title companies and real estate professionals and follow up and execute final material for unit owners.
• Keep bulletin boards updated with new memos and policies as well meeting notices and other items directed by the Manager or Board as necessary. Keep current listing of important personnel and phone numbers in elevators.
• Handle sales of garage door openers and elevator keys.
• Maintain an inventory of common area keys, garage door openers and owners' keys.
• Follow safety procedures and maintain a safe work environment.
• Assist maintenance personnel with administrative needs as necessary. Assist in the purchase of maintenance supplies.
• Perform other associated duties as required.

Skills & Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Three (3) to Five (5) plus years of related work experience.

• Computer literacy: Intermediate proficiency in Microsoft Windows software.

• Must possess strong administrative background.

• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information

• Schedule: Monday-Friday 9:00am – 12:00pm

What We Offer :

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $19.00 per hour

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.