Administrative Assistant

POSITION: ADMINISTRATIVE ASSISTANT

The on-site employees at Ramsey Square Association are employees of the management company. The employees will be under the supervision of the management company. The property manager shall direct the duties of the employees. The Administrative Assistant position is a four-hour, five-day-a-week schedule. No lunch hour or break is required.

DAILY DUTIES:

• Check and distribute phone messages, emails, and mail (both delivered to the office and in the Association mailbox).
• Answer phone; Direct complaints and questions to the management company.
• Maintain Association key records, resident roster, garage stall roster, owner/renter label file, and miscellaneous office files.
• Maintain vendor and resident files by filing invoices, purchase orders, work orders, leases, and other miscellaneous records.
• Issue and collect applicable fees for security, hobby room, tennis court, and other keys per Association guidelines.

WEEKLY DUTIES:

• Maintain Association bulletin boards: As directed, type, post, and remove notices for Board meetings, committee meetings, garage/parking lot sweeping, informational notices, Association events, elevator repairs, and any other event deemed to require notification to residents; Post in other areas as requested.

DAILY/WEEKLY DUTIES:

• Maintain building entry systems: Program and reprogram security numbers with resident changes.
• Coordinate and maintain records for party/guest room use including keys, collecting deposits, collecting rental fees, and notifying cleaning staff of occupancy and cleaning requirements.
• Issue and collect applicable fee for all keys including security, hobby room, tennis courts, and Recreation Building per Association guidelines.
• Schedule, conduct, and maintain records for orientation and move-in procedures and verify payment of move-in fee with the Property Manager; Collect fee if directed.
• Schedule and collect fee for oversized trash pickups.
• Schedule vendor work as requested by management company and arrangements with owners, keys, etc.

MONTHLY DUTIES:

• Order office supplies, cleaning and maintenance supplies (when requested), and other items as requested.
• Assist in preparation and distribution of meeting packets for the Board meetings when requested.
• Copy and distribute minutes of Board meetings to each building (send copy to offsite owners and snowbirds).

QUARTERLY DUTIES:

• Prepare and distribute rule violation reminders, rule noncompliance fine notices; Collect fines for rules violations as directed by the Property Manager.

ANNUAL DUTIES:

• Assist in the process of preparation for annual meeting when requested.

ADDITIONAL DUTIES:

• Miscellaneous typing requested by Board members.
• Other assigned and related tasks as deemed appropriate for the position by the management company or the Board of Directors.