Job Summary
The Administrative Assistant supports and assists general office activities and projects
with administrative tasks. Provides customer service support. Under moderate supervision,
work may involve contact with homeowners and board members.
Essential Duties and Responsibilities
• Update and file association documents for Community Managers. Arrange for delivery and
pick up of documents from storage when necessary.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed
Other Duties and Responsibilities
• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for
manager’s approval if not completed by Telephone Operator.
• Prepares and assists community managers with monthly board packages and in
house mailings.
• Relieves concierge/reception on an as needed basis.
• Other duties as assigned.
Knowledge and Skills
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling,
etc.) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers,
clients.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a
team.
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies
and assists in supply stocking and distribution.
• Ability to maintain confidentiality and discretion in the performance of all duties and
responsibilities.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
Job Description Administrative Assistant
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).
Education and Experience
• High School Diploma or GED Required
• At least one year of directly related or closely related experience
Working Conditions:
• Typical office environment
• Frequent social interaction
Skills Required
- High School Diploma or GED
- At least one year of directly related or closely related experience
- Proficiency with Microsoft Office products, including Word, Excel, and Outlook
- Professional customer service skills
- Proficiency in business correspondence, including grammar, structure, punctuation, and spelling
- Ability to communicate effectively and professionally by phone, email, and in person
- Ability to operate general office equipment, including copiers, fax machines, and phone systems
- Ability to prioritize, manage time, and meet deadlines
- Ability to maintain confidentiality and discretion
- Ability to work effectively with others in person and in group settings
What We Do
Community Management Associates (CMA) is a distinguished leader in the association management industry, providing professional leadership and management services to community associations, developers, and residents. They specialize in redefining community leadership through high-quality, transparent service, managing the operations, communications, and finances of communities across states including Georgia, Alabama, Florida, Tennessee, South Carolina, and Mississippi.
