Bilingual Administrative Assistant

Job Purpose: To work with and for the Association Manager to provide management services to a large portfolio of homeowners associations in the Houston area, including condos, townhomes, and single-family communities.

Duties: Receive and accurately respond to emails and phone calls from homeowners in a timely manner. Communication is of a wide variety and may include inquires, questions, and concerns related to deed violations, work order requests, basic accounting questions, etc.

All applicants are required to take a multiple-choice test to assess their strengths in Writing, Math and Reasoning, Language, Attention to Detail, and Vocabulary and Filing Skills. The test is administered in the Genesis office and takes about 45 minutes.

Responsibilities & Duties

• Assist homeowners visiting the office in person; answer questions and concerns or refer inquiries to the Association Manager.
• Issue work orders to Association contractors; input work orders into database and keep completion status of work orders up to date. Review bids to make sure that all bidders are bidding the same scope of work.
• Process backup paperwork for Association invoices; update information in database and code invoices to appropriate general ledger code. Process invoice charge backs to homeowners.
• Prepare monthly City of Houston Water Rebate forms.
• Receive and process proof of insurance for properties.
• Assist with the physical inspection of Associations to identify deed restriction violations. Input violations into database, mail out deed violation letters via regular and certified mail.
• Complete Association resale certificates and condo questionnaires accurately.
• Assist Manager with the preparation of Board meeting packets, including deed violation reports, work order reports, contractor and homeowner correspondence.
• Attend select after-hours Board meetings and record meeting minutes as needed. Additional compensation is received for such
• Draft notices and letters to homeowners for Manager review.
• Receive and process paperwork for homeowner’s ACC requests and keep status updated in database.
• Assist with monthly mail out of homeowner invoices.
• Fill in for the front desk receptionist one hour, once per week or as needed.
• Perform routine filing, use copy, fax, postage, and invoice folding machines.
• Maintain a clean and organized file system and desk area; comply with business-casual dress code.

Skills/Qualifications:

Candidate must:

• Possess excellent verbal and written communication skills
• Maintain professionalism and be customer service oriented
• Be friendly, energetic, and able respond to pressure well
• Have organizational, attention to detail, and multi-tasking skills
• Experience with Microsoft Office programs
• Must have dependable transportation
• Spanish speaking required
• Pre-Qualification

Job Type: Full-time

• Pay: $18.00 - $22.00 per hour
• Expected hours: 40 per week

Benefits

• Health insurance
• Paid time off

Schedule

• Monday to Friday
• Ability to Commute: Houston, TX 77042
• Work Location: In person