JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT- Part Time
INTRODUCTION:
The Administrative Assistant is a very important position at Condominium Associates (CA). The Administrative Assistant position is a part-time position working a minimum of 29-hours per week. This person provides assistance to all staff members of the Property.
BASIC FUNCTIONS:
The Administrative Assistant is to support the Association Manager with the daily functions of the property as well to assist all residents and support all staff members of the Property.
REQUIREMENT OF THE JOB:
The physical demands of the position are listed in accordance with the requirements of the ADA as:
Body Position:
Standing – 25% of the time
Walking – 25% of the time
Sitting – 50% of the time
- Body Movements: Lifting and exerting force is required up to 35 pounds.
- Senses: Vision – Close Vision and ability to Adjust Focus. Hearing – Ability to hear sufficient to converse in person and on the phone.
- Mental Requirements: Fluency in the English Language (read, write, and speak) is required as the overwhelming majority of customers, vendors, and employees communicate only in that language. The mechanical abilities requirements of this position include the use and operation of office equipment and machines, including computers and printers. The ability to perceive spatial relationships is a very minor requirement.
- Proficient in Microsoft Word, Outlook & Excel
- Knowledge of One Drive
- Strong organizational and planning skills
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem-solving skills
- Ability to use your own initiative and be proactive
- Educational requirements: High School Graduate with some college course work, including courses in business (work experience may be substituted for the courses in management) is required. Environmental conditions of the Administrative Assistant are general office conditions.
REPORTING RELATIONSHIPS:
The Administrative Assistant reports directly to the Community Association Manager. However, the Administrative Assistant may also take direction on occasions from the Board Members of the Property.
AUTHORITY:
The Administrative Assistant is selected by the Manager and is delegated sufficient authority to accomplish the duties, responsibilities, goals, and objectives that have been established for the functional position of Administrative Assistant.
RESPONSIBILITIES:
Knowledge, Skills, and Abilities
- Leasing Process and Tenant Registration
- Maintain Leasing Log
- Send out lease renewal reminders
- Update and Maintain accurate information in the resident spreadsheet
- Update and Maintain accurate information in Cinc
- Maintain physical unit files
- Invoice Scans and Coding
- SES Access System Updates
- Filing (Unit Filing and Vendor Filing)
- Schedule Pest and Terminate Treatments
- Vehicle Registration
- Resident Registration
- Supply Orders
- Assist residents with general issues
- Enter data for violations
- Schedule appointments/ request updates from vendors
- General admin tasks – answering the phone, replying to email, copies, fax
SUPERVISORY RESPONSIBILITIES:
- This position does not have supervisory responsibilities. However, in the absence of the Manager, the Administrative Assistant may be asked to perform supervisory duties on behalf of the Board.
DUTIES:
- Answers incoming phone calls and assist callers as deemed appropriate.
- Work with Community Association Manager to issue written correspondence to residents regarding violations/complaints.
- Receives prepares and dispatches work orders based on service requests to maintenance staff. Enters work orders into a computerized work order system and close out work orders when completed.
- Meets with, schedules, and coordinates matters with vendors, contractors, etc. as needed.
- Maintains all unit owner files to include the filing of all incoming and outgoing correspondences as well as create new owner files when needed.
- Provides changes to address information to the accounting department or client services department for entry into the association database.
- Assists in maintaining current “information” Sheet for the Association which reflects Board Members, vendors, associated professionals, utilities, emergency numbers. etc.
- Maintains incident reports and other reports as requested.
- Processes incoming mail and distributes as deemed appropriate.
- Works with Manager to process all incoming invoices to include date stamp for payment.
- Assists in the preparation of notices for Board Meetings, membership meetings and posts accordingly.
- Assists with preparation of Board meeting packages.
- Assist in obtaining any missing information from owners, residents, and vendors.
- Uploading all documents to in CINC such as Architectural Request forms, Rental Applications, Unit information, Contact Information Sheets, Meeting Minutes, Insurance Information, Contracts, etc. Administrative Assistant should check with the Community Association Manager on a regular basis for documents that may need uploading.
- Assis Community Association Manager with filing, special projects, organizing and other related duties as requested.
Job Type: Part-time
Salary: $14.00 /hour
Experience:
- administrative assistant: 1 year (Preferred)
Language:
- Englis (Required)
Work authorization:
- United States (Required)
