Administrative Assistant

Overview

Provides office admin support, customer service, and document handling for community managers.

Key Responsibilities

• invoice review
• supply stocking
• call handling
• document filing
• mail processing
• data updates

Tasks

-Reviews invoices for completeness/accuracy of charges and prepares payable vouchers for theManager’s approval if not completed by the Telephone Operator. -Keeps workspaces organized and maintained. Alerts the Office Manager of low supplies and assistsin supply stocking and distribution. -Receives and responds to incoming calls from homeowners, Board members, and vendors. Follow through on various requests. -Files association documents for Community Managers. Arranges for the delivery and pick up ofdocuments from storage when necessary. -Prepares and assists community managers with monthly board packages and in-house mailings. -Processes and distributes incoming and outgoing mail for the office and the Associations. -Organizes and prepares correspondence relating to association business. -Updates homeowner and association information in C3 and shared files. -Relieves concierge/telephone operators on an as-needed basis. -Processes print jobs, scanning, and faxing as general office support when needed.

Requirements

• associate's degree
• high school
• bilingual
• customer service
• conflict resolution
• time management

What You Bring

-Knowledge of conflict resolution techniques at a proficient level. -Associate's Degree Preferred -Knowledge of general office equipment (copier, fax, phone systems, etc.). -Professional customer service skills. -Bilingual preferred (English/Spanish fluent) -Professional communication skills (phone, interpersonal, written, verbal, etc.). -Self-motivated, proactive, detail-oriented, and a team player. -High School diploma or GED Required -Time management and time-critical prioritization skills. -0 -- 3 years of directly related or closely related experience

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About Associa

-It emerged as a pioneer in comprehensive community management. -It oversees operations for homeowners associations, condos, master-planned communities, and mixed-use developments. -Its financial backbone supports large-scale budgeting, accounting, insurance, and administrative services. -Routine projects include maintenance coordination, property restoration, lifestyle programming, and financial oversight. -They’ve built a proprietary training platform, Associa University, to upskill staff and maintain service excellence. -Unusually, they've integrated social sponsorships—like youth-sports grants—to enhance neighborhood engagement.

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