Administrative Assistant

Job Overview

As an Administrative Assistant, you'll be responsible for providing a wide variety of administrative and staff support services. This includes providing office work directly related to property management and the general business operations of the association, assisting with employee payroll, budget preparation, controlling records and reports regarding operations and personnel changes, and performing emergency service duties.

• Coordinate collection and preparation of operating reports, such as time‑and‑attendance records, terminations, and new hires.
• Ensure telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
• Initiate preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager review and approval.
• Maintain, update, and coordinate resident information in a computer database at a minimum monthly; generate and provide this information to the Property Manager, Board of Directors, and valet desk.
• Track insurance certificate requests and maintain insurance records books for vendors and unit owners.
• Maintain the supply closet, request all office supplies and equipment following established purchasing procedures.
• Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets; stamp and code invoices for P.M. to code and approve.
• Set up meetings for Board approval process.
• Keep packages updated with new memos and policies as required.
• Prepare resident information packages that require Board approval (e.g., architectural modification).
• Coordinate receipt of closing statements or warranty deeds to file and send to corporate A/R to change name and address for maintenance coupons.
• Maintain inventory of common areas keys, transmitters and key fobs for residents and reorder as needed following established procedures.
• Follow safety procedures and maintain a safe work environment.
• Demonstrate excellent customer service, communication, and time management skills.
• Proofread the monthly newsletter and assist with weekly communication.
• Maintain daily log, records, and forms.
• Monitor and control access to the building.
• Greets and directs residents, guests, and invitees.

• Associate's degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to five (5) plus years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• 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.
• Bilingual candidates preferred.

• 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, weekends and attend Board meetings as required.
• Driving when necessary.

Tuesday – Saturday

As a full‑time non‑exempt associate, you will be eligible for full comprehensive benefits, including multiple medical plans, dental, and vision. You will also be eligible for time‑off benefits, paid holidays, and a 401(k) with company match. Occasional travel may be required to attend training and other company functions.

$18.00 – $20.00 an hour

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

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