Administrative Assistant

Job Details Description Position Summary

Primarily responsible for providing administrative assistance to Community Managers which includes customer service, preparing/mailing violation letters, preparing newsletters, drafting letters, taking minutes at board meetings, and overall administrative duties that lead to the success of on-going projects.

• Provides direct support to assigned Community Managers in order to meet community standards.
• Serves as the first impression for the office and maintains the front entry area and meeting rooms.
• Provides customer service to homeowners in person, via phone, email and virtually.
• Addresses customer issues and ensures effective, long-term solutions.
• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and editing newsletters, creating and maintaining spreadsheets, etc.
• Maintains an effective process for tracking architectural submittals.
• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
• Works with vendors to provide direction and collect bids per the manager.
• Designs newsletters, brochures, pamphlets, handouts, notices, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• Adaptability to last minute admin tasks requested by the developer.
• Performs other related duties as directed.

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, Excel, Power Point, Publisher, Outlook, internet and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

• Primarily sitting at workstation utilizing a computer in an office setting.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks