Administrative Assistant

· Answer/Address owner inquiries and requests in a timely fashion.

· Greet residents/visitors upon entering the onsite office and problem solve to determine what the solution to their need is. Refer any accounting issues to AMI office.

· Return emails and phone calls within 24 hours, same day if possible.

· Be friendly, courteous, and professional at all times when dealing with owners, coworkers, staff and vendors.

· Assist owners with creating online accounts on the web portal

· Use online software to create maintenance work orders and send to appropriate vendor for completion. Update work order status as vendors complete work.

· Process Architectural Review Requests and upload to online management software. Update requests as needed throughout process.

· Assist manager in sending out compliance letters

· Assist manager in uploading information to the web portal including agendas, minutes, documents, policies, forms, etc.

· Maintain and organize onsite files

· Assist manager in the preparation of all annual meeting, budget meeting and/or special member meeting notices.

· Coordinate and complete mailings to residents including annual meeting and budget notices. AMI office staff is available for support if needed.

· Attend annual meetings, coordinate counting of ballots and proxies with resident volunteers, track and maintain results.

· Process any incoming USPS mail. Scan and email to AMI office if necessary.

· Schedule clubhouse reservations and maintain clubhouse calendar

· Coordinate the maintenance staff to put up elevator pads for resident move in/move out

· Send welcome letter/packet to new owners and set up new owner orientation meeting and assist board/welcome committee with conducting the meeting

· Oversee and direct onsite maintenance and cleaning staff

· Attend board meetings when/if necessary

· Process any sales/lease applications including securing criminal/credit background report. Submit application package to Board for their review. Follow up with applicant after the Board makes the decision.

· General knowledge of Association Governing Documents and Rules and Regulations

:

· High School Diploma

· 3-5 years relevant work experience demonstrating high level of customer service

· Effective communication skills

· Exceptional customer service skills on phone and in person

· Excellent organizational skills

· Strong work ethic and the ability to multi-task managing multiple projects

· Computer aptitude with the ability to learn and utilize management software

· Proficiency in Microsoft Office Suite

· Ability to handle high volume workload

· Positive and professional attitude

· Ability to manage people

· Interpretation and completion of verbal and/or written instructions at a proficient level

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 5 years (Required)

Work Location: In person

Salary : $22 - $25