The Role
Provide front-line administrative and customer service support for multiple communities: manage association documents, update resident records in C3 and TownSq, process mail/print/scan, coordinate vendor work orders and amenity reservations, prepare board packages and correspondence, and assist with recreation center tasks and general office duties.
Summary Generated by Built In
Job Summary & Responsibilities
The Administrative Assistant supports multiple communities and assists the General Manager with general office activities, projects, and administrative tasks. Provides customer service support and operates as the initial point of contact for homeowners and vendors, both in person and via phone. This position includes nights and weekends.
Essential Duties and Responsibilities
- Update and file association documents for the Community Manager and General Manager.
- Arrange for the 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 the associations.
- Process print jobs, scanning, and faxing as general office support when needed.
- Review work order requests and update statuses daily, including running reports, contacting vendors, and updating software.
- Review reservations for amenity rentals, coordinate rental statuses, conduct walk-throughs with residents, and update janitorial staff for set-up.
Other Duties and Responsibilities
- Organize and prepare correspondence relating to association business.
- Receive and respond to incoming calls from homeowners, Board members, and vendors.
- Follow through on various requests.
- Prepare and assist the Community Manager with monthly board packages, violation letters, and other in-house mailings.
- Distribute parking tags and Rec Center fobs; update annual parking tags monthly.
- Update the community bulletin board.
- Run weekly reports and provide updates in multiple operating systems, including TownSq, C3, and Branch Access.
- Complete and submit architectural applications, communicate results with homeowners, and generate Board Packet letters in C3.
- Restock ping pong supplies and assist with general recreation center management.
- Other duties as assigned.
Compensation: $20/hr; direct experience is highly considered
Work Location: 5632 Playa Del Rey, San Jose, CA 95123
Employment Type: Full-Time
Work Schedule: Monday - Friday; 8AM - 5 PM
- 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, and 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 the 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 settings
- Must be able to prioritize, manage time, and meet deadlines.
- Must be able to interpret verbal and/or written instructions at a proficient level.
- Must be able to communicate effectively and professionally on the 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
- Ability to operate general office equipment (copier, fax, phone systems)
- Ability to communicate effectively and professionally on phone, email, and in person
- Ability to prioritize, manage time, and meet deadlines
- Ability to maintain confidentiality and discretion
- Knowledge of Microsoft Office products (Word, Excel, Outlook)
- Professional customer service skills
- Knowledge of typical business correspondence (grammar, structure, punctuation, spelling)
- Experience partnering with multiple stakeholders (community managers, vendors, peers, clients)
- Ability to self-motivate, be proactive, detail-oriented, and work as part of a team
- Ability to keep workspaces organized and assist with supply stocking and distribution
- Knowledge of company policies, procedures, and forms
- Must be able to work effectively with others in person and in group settings
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