Associa
Leading community management firm offering property, accounting, maintenance & administrative services.
Admin Asst
Administrative support for community management, handling communications, filings, and tasks.
Job Highlights
About the Role
• Become familiar with each association’s documents as they relate to your service role • Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately) • Work with the manager on violation letters as requested. • Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc. • Draft and mail letters to parties as requested by CAM- 2 business days • Process community mailings; special notices, meeting notices, etc.- 2 business days • Electronically file community related documents via company platform- daily • Maintain/program entry gates directories- within 24 hours • Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours • Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours • Rotate as Receptionist on scheduled basis • Assist CAM in preparation of Board meeting packets- as needed • Prepare and process Annual Meeting Notices- time sensitive, 3 business days • Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days • Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed • Maintain a current hardcopy and e-file community information sheet (hot sheet)- as needed • Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed • Maintain community websites via company platform- as needed • Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur • Review, code and process invoices for payment of services – daily within 24 hours
Key Responsibilities
- ▸document filing
- ▸gate management
- ▸pool tags
- ▸website maintenance
- ▸invoice processing
- ▸community mailings
What You Bring
• Requires a high school diploma or GED; Associates degree preferred. • Six to twelve months of related clerical or administrative support experience required; • Ability to deliver a 5-star customer service to the Board and the residents • Ability to advise and direct the Board to make the necessary decisions • Ability to build rapport with clients • Strong analytical and critical thinking skills • Excellent written and verbal communication skills
Requirements
- ▸high school
- ▸associate degree
- ▸admin experience
- ▸customer service
- ▸analytical
- ▸communication
Work Environment
Office Full-Time