Administrative Assistant - The Harrison

Who We AreWith a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity, and professionalism coupled with our core values of excellence, innovation and care for people, continues to define us.  Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live. 
Action Property Management, the leader in community management, is seeking a full-time Administrative Assistant to join our team at our luxury association, The Harrison, located in San Francisco. 

Job Responsibilities:

• The Administrative Assistant supports the General Manager, Operations Manager, and Association in all aspects of the management office's and building's daily operations. The Administrative Assistant also acts as a liaison between residents and the management team.

Administrative
• Perform all administrative tasks to ensure the smooth operation of the office, including handling correspondence, phone calls and scheduling.
• Responsible for gathering information, creating and posting the weekly newsletters. 
• Assist in preparation and distribution of agendas, notices, reports and other documents required for monthly board and annual meetings.  
• Assists with the reservation of the loading dock and service elevator. 
• Coordinate the annual Staff Holiday Fund and Election procedures. 
• Order and maintain supplies and arrange for equipment maintenance.
• Assist owners with the payment of the monthly HOA fees.
• Maintain vendor files and insurance certifications.
• Contact owners and send reminders about their monthly HOA fees when past due.
• Prepare and monitor non-compliance letters, hearing and decision notices.
• Update the Association’s website, profile, Annual Calendar, and Contracts Schedule, website, SharePoint and calendars.
• Prepare email blasts and other communications when needed.
• Coordinate necessary refreshments and supplies for association meetings and functions as necessary.
• Key box KEYper operation, registration and follow-up.
• Process all checks for Accounts receivables.
• Process all Invoices.
• Send payments and checks to corporate.
• Facilitates and processes the sale of association services and items. 
• Process the reconciliation of the association credit card and petty cash.
• Process Cash Postings and recurring charges.
• Maintain Unit account files.
• Maintain and update Owner files.
• Other duties as requested by the General Manager.

Member Services/Hospitality
• Respond to and addresses resident concerns and complaints in a timely manner.
• Issue access devices, fobs, and transponders.
• Assist new owners with completion of registration forms and review of documents

Accounting
• Complete accounts receivable and charge forms for service requests, amenity rentals, storage rentals, access devices and checks received onsite.
• Receive and process invoices for General Manager approval.  Verify accuracy of invoices and statements received.
• Research past due balances on invoices and statements. 
• Prepare the monthly Delinquency Report.

Miscellaneous
• Update and distribute phone list and staff contact information.
• Creates work orders on behalf of residents or the association.
• Review Daily Office and Incident Reports, manage distribution to staff members and filing.
• Supports and attends association events when needed.

Qualifications / Requirements:

• Must be over 18 years of age and successfully pass a pre-employment background check and drug screening.
• High School Diploma or GED Equivalent.
• Good verbal and written communication skills, skilled in grammar, spelling and letter composition.
• Minimum (2) years office experience.
• Minimum typing speed 60 WPM.
• Familiarity with office equipment, including computers, scanners, copiers.
• Experience with Microsoft Office 2003, Word and Excel.
• Availability to work overtime as requested/needed.
• Dependable, punctual, and reliable.
• Professional manner and appearance.
• Ability to understand and follow directions accurately.
• Self-starter with good organizational skills, ability to prioritize, time management sk