Administrative Assistant

The Administrative Assistant will manage all phone, email, and written correspondence to homeowners, vendors, members of the board of directors, committee members, and internal staff. 

 

1+ year of corporate front desk admin, office assistant, or administrative assistant experience is required. 

 

Work hours:

Monday thru Thursday: 8:30am - 5:00pm
Friday: 8:30am - 4:00pm
An occasional Saturday or evening may be required for board meeting or annual meeting attendance.

 

Daily tasks:

 

• Answer phones, respond to phone calls and manage emails. Follow-up with home owners and board members as needed.
• Assist with resale and certificate procedures.
• Enter and update homeowner and community information in the database.
• Fax, file, and scan documents. 
• Follow-up on invoices, accounts payable, and notices to owners.
• Assist homeowners in filing out Architectural Review forms. 
• Type and send out HOA violation notices to homeowners. Track, log in system, copy and mail.
• Process account credits or charges and change of address for residents.
• Prepare all meeting file folders for managers.
• Prepare proxy sheets, proxy log sheet, sign in sheets (make sure there were no changes in owners before the meeting).
• Schedule meeting locations and ensure the room is set-up for board and homeowner meetings.
• Prepare meeting packets for mailings for board and owner meetings.
• Set up new property files.
• Code and process special assessment payments and regular payments for properties, repairs and maintenance, insurance, legal, keys, gates, parking passes, refund checks, developer contribution, pet registration, clubhouse rental (where applicable), arch. Design, vending machines/laundry, etc.
• Other duties as assigned

Qualifications

• High School Diploma or GED Required.
• 1+ year of corporate front desk admin, office assistant, or administrative assistant experience is required. 
• Excellent communication skills, written and spoken.
• Customer service driven and team oriented.
• Proactive and takes the initiative with strong attention to detail and follow-up skills. 
• Well versed in utilizing Microsoft Office Suite (Word, Excel, and Outlook).
• Systems savvy.

 

 

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