What are the responsibilities and job description for the Administrative Assistant position at Associa?
Job Description
Professional Community Management (PCM) is looking for a self-motivated, personable, and detail-oriented professional to provide extraordinary customer service to the Association's homeowners, and excellent administrative support to on-site office and General Manager.
Position Description :
The Administrative Assistant will assist the General Manager with a wide variety of administrative and staff support services, and independently perform office work directly related to property management and general business operations of the association.
Job Duties and Responsibilities include, but are not limited to :
GENERAL ADMINISTRATIVE
Greet and assist those visiting the on-site office.
Process and distribute incoming and outgoing mail and deliveries.
Field and respond promptly to inquiries via telephone, e-mail, written correspondence, TownSQ (homeowner portal) requests or in person; follow through on various requests and / or refer to General Manager as appropriate.
Organize and prepare professional correspondence relating to association business.
File, scan, and maintain homeowner, vendor, etc., hardcopy and electronic files and documents.
Organize and maintain workspace, file, and stock rooms; alert General Manager of low supplies and assist in supply stocking and distribution.
Printing and scanning as general office support.
Preparation of the monthly newsletter.
MANAGEMENT SUPPORT
Assist General Manager in keeping pertinent Association and homeowner data current in directory, computer C3 program; update files in shared drive and / or the appropriate binders and on-site homeowner files.
Assist General Manager in preparing notices, flyers, meeting agendas and other various documents, (e.g., maintenance service or projects, activities, meetings, etc.).
Assist General Manager in preparing and updating management reports and compiling documents and copies for Board meeting packages.
Assist General Manager in posting announcements or documents to TownSQ (homeowner portal) and community bulletin boards.
Complete property inspections for services needed, prepare work orders, and schedule repairs when required / approved.
Assist the General Manager in Risk Management pertaining to incidents reported and / or common area damages occurring on the property.
Complete weekly compliance inspections and preparation of violation and hearing letters. Ownership of compliance process from inspection, correspondence, tracking, follow-up, to closing of violations upon compliance.
Assist General Manager with creation of RFPs and obtaining bids from vendors for maintenance issues.
Set-up, attend, and assist with in-person and Zoom Board meetings.
Assist in the set up and break down for Board of Directors and Committee meetings, and social activities as needed.
Assist Board members and community volunteers as requested by General Manager.
Relieve General Manager with job tasks on an as needed basis.
HOMEOWNER SUPPORT
Assist homeowners in registering on TownSQ (homeowner portal) and assisting with forms for Autopay.
Distribute homeowner key fobs per rules, receive and log FOB number(s), receive and log any payment.
Receive Clubhouse rental applications, fees, and refundable deposits from homeowners; schedule rentals, log rental and payments, maintain rental calendar / binder; checks Clubhouse keys in and out for scheduled rentals.
Distribute architectural, design, and landscape application forms and rules to homeowners as requested.
Receive and check architectural, design, and landscape applications for completeness. Receive and log-in completed application forms, architectural plans, and associated documents from homeowners.
While this is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and / or supervising any necessary task that is requested by the Association and / or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions.
Requirements
Extraordinary customer service skills.
Be familiar with association governing documents, Rules and Guidelines, Board policies and procedures, homeowner forms / applications and their requirements.
Proficiency in Microsoft Office products (Word, Excel, Outlook, and Publisher).
Proficiency in operating general office equipment (copier, computer, phone, etc.).
Knowledge of typical business correspondence, (grammar, structure, punctuation, spelling, etc.) at a proficient level.
Professional communications skills, (phone, interpersonal, written, verbal, etc.).
Ability to maintain a positive, cordial, and businesslike relationship with owners, residents, contractors, and the general public.
Ability to perform administrative tasks, work without supervision, and work cooperatively with others.
Ability to handle multiple tasks simultaneously, to establish priorities, and meet deadlines.
Professional appearance and etiquette.
Confidentiality and discretion in the performance of all duties and responsibilities.
EDUCATION AND EXPERIENCE
Two-year degree (associate degree) required.
Customer service experience required.
General office experience required.
AVAILABILITY
Full-time, Monday through Friday, 9 : 00 a.m. until 5 : 00 p.m.
Flexibility for occasional overtime as needed for Board meetings and association events.
25.00 Hourly.
Company Description
With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000 team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .
