Administrative Assistant

Serves as a customer service representative to handle requests from owners, board and vendors by responding with urgency, courtesy and professionalism.

• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.

• Greet and assist homeowners, vendors & guests in HOA office.

• Assist homeowners with gate access website, vehicle entry access and amenity access devices.

• Schedule amenity rentals.

• Schedule vendors and dispatch work to appropriate vendors.

• Process vendor invoices and credit card expense receipts.

• Act as a liaison between on-site staff and vendors as needed.

• Prepare and post necessary advisories to residents.

• Answer general or account questions.

• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.

• Prepare mailings as needed.

• Prepare and process homeowner email blasts.

• Purchases office and maintenance supplies as directed by management.

• Assemble Board packets.

• Create SOPs, reports and office manuals.

• Attend walkthroughs as requested.

• Assist Management with ARC distribution process.

• Review DAR (Daily Activity Report) daily and schedule respective corrective services.

• Return communications by phone or email as requested by Manager.

• Update Tek Control and C3 platform as necessary.

• Complete special projects assigned by Assistant or General Manager as needed.

• Assist management with housekeeping/maintenance supervision.

• Complete orientation with new homeowners.

• Assist committee members as necessary. Prepare committee orientation binders.

• Assist with new employee orientation and training.

• Update and monitor Manager’s appointment calendar daily.

• Communicate important updates and general information to Security daily.

• Assist management with correspondence preparation.

Compensation
$21–$25 per hour (direct experience highly considered)

Employment Type
Part-Time

Work Location
17623 Via Ambiente Rancho Santa Fe, CA 92067

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.

• Knowledge of company policies, procedures and forms.

• Professional communication skills (phone, interpersonal, written, verbal, etc.).

• Self-motivated, proactive, detail oriented and a team player.

• Time management and time critical prioritization skills.

Education and Experience

• High school diploma or equivalent required. College level courses in business or hospitality preferred.

• HOA or industry related experience extremely helpful.

• Is committed to continual learning as evidenced by attendance at seminars or industry programs.

• Be well spoken to instill confidence in the residents as well as the public.

• Displays a community posture that well represents the vision of association.