The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.
JOB DUTIES
- Organizes and prepares incoming and outgoing correspondence.
- Receives and responds to incoming phone calls and emails from clients and vendors.
- Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.
- Prepares and tracks time sensitive forms for clients and vendors
- Updates client database - contact information [address, phone, email] -- enter notes into client accounts
- Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance
- Prepares documentation for accounts payable vouchers and submits invoices for payment
- Processes print jobs, scanning and faxing as needed
- Uses Excel, software and computer systems to track projects
- Other duties as assigned.
* Requires a high school diploma or GED; Bachelors or Associates degree preferred.
* 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus.
- Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.
- Ability to interpret and follow verbal and written instructions.
- Ability to communicate effectively, both verbally and in writing and exercise diplomacy.
- Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling.
- Problem solving, Accuracy, Efficiency and Very organized.
- Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
- Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities.
- Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.
Skills Required
- High school diploma or GED
- Associate or bachelor’s degree
- 1 to 3 years of directly related clerical or administrative support experience
- HOA, property management, or condominium management experience
- Proficiency with Microsoft Excel and Microsoft Word
- Ability to adapt to management software and computer programs
- Ability to follow verbal and written instructions
- Effective verbal and written communication skills
- Knowledge of business correspondence, grammar, sentence structure, punctuation, and spelling
- Problem-solving, accuracy, efficiency, and organizational skills
- Interpersonal skills for working with personnel and teams
- Ability to maintain confidentiality and exercise discretion
- Ability to perform semi-repetitive administrative operations using standardized procedures
What We Do
With more than 200 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 10,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
