Part time Onsite Administrative Assistant

Overview

Onsite admin assistant managing office duties, vendor/homeowner liaison, and board support.

Key Responsibilities

• c3 updates
• vendor coordination
• compliance inspections
• mail processing
• board packages
• homeowner communication

Tasks

-Receive and respond to incoming calls from homeowners, board members, and vendors and follow through on various requests -File association documents for General Manager and arrange for delivery and pickup of documents from storage when necessary -Organize and prepare correspondence relating to association business -Prepare and assist community managers with monthly board packages and in-house mailings -Clubhouse Reservations – tracking, take deposits, coordinate the clubhouse monitor, and schedule reservations -Process and distribute incoming and outgoing mail for the office and associations -Update homeowner and association information in C3 and shared files -Keep workspaces organized and maintained and alert General Manager of low supplies and assist in supply stocking and distribution -Compliance Inspections – conduct community inspections, issue violations, mail violations -Vendor Communication – scheduling vendors, paying invoices, working directly with the board to coordinate on needed repairs -Process minor violations -Process print jobs, scanning, and faxing as general office support when needed -Attend board meetings with the General Manager and take minutes at the meetings -Homeowner Communication – assist with communication with homeowners who come into the office onsite, via email, via TownSq, or on the Association’s website -Process gate requests -Review invoices for completeness and accuracy of charges and prepare payable vouchers for manager’s approval

Requirements

• microsoft office
• office equipment
• high school
• customer service
• communication
• time management

What You Bring

-Professional customer service skills -Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level -Interpretation and completion of verbal and/or written instructions at a proficient level -Time management and time-critical prioritization skills -Confidentiality and discretion in the performance of all duties and responsibilities -Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level -Frequent social interaction -Professional communication skills (phone, interpersonal, written, verbal, etc.) -High School Diploma or GED required -0–3 years of directly related or closely related experience -Knowledge of general office equipment (copier, fax, phone systems, etc.)

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Benefits

-Typical office environment -Payments for Reservations/Parties – bank runs to Inwood Bank on Monday mornings

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