Administrative Assistant

Overview

Provides admin support, manages homeowner files, communications, and meeting coordination.

Key Responsibilities

• board minutes
• file management
• architectural review
• violation tracking
• website updates
• stakeholder coordination

Tasks

-Assists the Manager in preparing for and attending Board and Annual Meetings and prepares minutes -Represents the company and communities by maintaining a professional and positive appearance and demeanor while working -Provides information by answering homeowner questions relating to the Community and escalates questions that require attention from management -Maintains and updates homeowner files in Software and hard copy on-site files -Maintains homeowner Architectural Review applications and documents, and executes the process to and from the Architectural Review Committee. Attend ARC meetings. -Drafts correspondence to owners, vendors and Board Members -Contributes to team effort by accomplishing related results as needed and communicating and coordinating with staff members -Coordinates with Manager on daily tasks and scheduling of meetings -Maintains homeowner violations in Accounting Software, prepares violation letters and coordinates with the accounting department on assessing fines to homeowner accounts -Partner with multiple stakeholders, for example community managers, vendors, peers, clients. -Maintains and updates documents on Community websites -Communicates with the Board of Directors on meeting scheduling and provides any requested documentation

Requirements

• confidentiality
• customer service
• microsoft office
• professional communication
• teamwork
• time management

What You Bring

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

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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.

Sector Specialisms