REQ NUM30994
Position Description
Full Time Monday – Friday8:30 am – 4:30 pm
Administrative Assistant
This position provides a wide variety of administrative duties and services. Performs office work directly related to property management and the general business operations of the association; May assist with budget preparation, control of records and reports regarding operations, etc., and emergency service duties.
- Ensures that the telephone and emails are answered properly and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of minutes, committee reports, log sheets, meeting notices as applicable and submit for Manager’s review and approval.
- Maintains, coordinates and updates resident information in multiple computer databases on a regular basis.
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- Prepares move-in packages for new owners and leases. Creates files, compiles and coordinates all necessary information and documentation for new owners and leases.
- Assists residents with information/application packages that require approval, (i.e. Design Modifications and Covenant Enforcement).
- Assists Manager in maintaining the violation processes, including property inspections and speed violation log/letters.
- Assists Manager in preparing various Board and Committee meeting packets.
- Ensures accuracy of resident communications via email, mail, website, etc.
- Maintains office supplies and equipment, following established purchasing procedures.
- Accepts HOA payments and processes through E-check system.
- Maintains inventory of vehicle tags and key fobs for residents. Re-order as needed following established procedures.
- Follows safety procedures and maintains a safe work environment.
- Occasional after-hour duties as needed, (i.e. meetings, events, projects).
- Other duties as required.
- Education/Training:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience. Experience/Knowledge/Abilities:
- Must possess strong administrative background.
- Two (2) plus years of related work experience.
- Self-starter with excellent communication, interpersonal and telephone skills, and customer service.
- Ability to prioritize work with minimum supervision.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills. Computer Literacy:
- Intermediate proficiency in Microsoft Windows software. Special 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. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. DISCLAIMER: 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.
https://recruiting.adp.com/srccar/public/RTI.home?r=5000658567606&c=1143507&d=EXTERNAL&rb=INDEED#/
