Administrative Assistant

Overview

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

Key Responsibilities

• call handling
• document management
• stakeholder coordination
• data entry
• invoice processing
• mail management

Tasks

-Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests. -Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary. -Partner with multiple stakeholders, for example community managers, vendors, peers, clients. -Update homeowner and association information in C3 and shared files. -Relieves concierge/reception on an as needed basis. -Prepares and assists community managers with monthly board packages and in house mailings. -Process print jobs, scanning and faxing as general office support when needed -Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator. -Organizes and prepares correspondence relating to association business. -Process and distribute incoming and outgoing mail for the office and Associations.

Requirements

• microsoft office
• high school
• 1+ year
• customer service
• time management
• communication

What You Bring

-Must be able to operate general office equipment (copier, fax, phone systems, etc.). -Knowledge of company policies, procedures, and forms. -Frequent social interaction -Professional customer service skills. -Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution. -Knowledge of Microsoft Office products (Word, Excel, Outlook,) at a proficient level. -Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities. -At least one year of directly related or closely related experience -Ability to interpret verbal and/or written instructions at a proficient level. -Must be able to prioritize, manage time, and meet deadlines. -Must be able to communicate effectively and professionally on phone, email, and in-person. -Must be able to work effectively with others in person and in group setting -High School Diploma or GED Required -Must be able to interpret verbal and/or written instructions at a proficient level. -Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team. -Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, et) at a proficient level.

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Benefits

-Typical office environment

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.

Sector Specialisms