Temporary Part-Time Manager Assistant - Cottonwood Canyon Hills - Lake Elsinore

What You’ll Do (Job Duties)

• Perform all administrative tasks to ensure the smooth operation of the office including handling correspondence, phone calls and scheduling. 
• Assist in preparation and distribution of agendas, notices, reports, and other documents required for monthly board and annual meetings. Take minutes of the board meetings. 
• Order and maintain supplies and arrange for equipment maintenance.
• Assist General Manager with Action List items and updates. 
• Maintain vendor files and insurance certifications. 
• Prepare and monitor non-compliance letters, hearing and decision notices.
• Update the Association's Profile, Annual Calendar, and Contracts Schedule, website and calendars.
• Prepare email blasts and other communications with shareholders. 
• Coordinate necessary refreshments and supplies for association meetings and functions as necessary.
• Respond to and addresses resident concerns and complaints.
• Issues access devices, fobs, and transponders. 
• Assist new owners with completion of registration forms and review of documents. 
• Supervise and train front desk and access control staff under direction of General Manager and Hospitality Services. 
• 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 monthly Delinquency Report
• Act as Manager on Duty in the General Manager's absence.
• Update and distribute phone list and staff contact information. 
• Conduct and document periodic interior and exterior daily inspection of the common areas and amenity rooms. Create work orders to maintain the common areas. 
• Review Daily Office and Incident Reports
• Other duties as requested by the General Manager.

Who You Are (Skills/Experience)

• At least 2 years of administrative experience. HOA or property management experience is highly desired.
• Must be a self-starter with strong organizational skills.
• Familiar with MS Office and a minimum typing speed of 50-60 wpm
• Must exercise sound judgement and demonstrate flexibility
• Professional appearance and demeanor.
• Excellent verbal and written communication.