What are the responsibilities and job description for the Receptionist/Administrative Assistant position at Incline Property Management?
Job Description: We are seeking a detail-oriented and organized Receptionist/Administrative Assistant to join our team. The ideal candidate will provide exceptional customer service, handle office management duties and provide administrative support to our Community Association Managers (CAMs).
Duties & Responsibilities:
Front Desk
- Greet and assist visitors in a professional manner
- Answer and direct phone calls using a multi-line phone system
- Manage incoming and outgoing mail including going to the post office and track for billings
- Trips to bank as necessary
- Miscellaneous errands to Associations
- Organize/maintain office and kitchen supplies inventory and place orders when necessary
- Opening and Closing office procedures
Board/Association Meetings
- Assist with meeting agendas and distribute to fulfill the public notice requirements, at the direction of the board and/or CAM (mail/email/post)
- Assist with gathering all supporting documentation information for meetings (Board Packet)
- Acquire signatures after board meetings
- Prepare and send correspondence to board members and associations concerning association business
- Assist with prepping for Annual Meetings
Association Business
- Assist with compiling real estate escrow docs when not yet available on HomeWiseDocs.com
- Prepare and mail notifications, correspondence, etc.
- Prepare new BOD officer packets and binders
- Purchase office supplies for Associations as directed by CAM
- Prepare Association Forms as required for government filing
- Assist CAM with gathering information for insurance claims
- Perform routine inspections for Compliance and of Association Common Areas as assigned
- Verify Insurance coverage on any contractor who is being considered and maintain current certificates
- Distribute parking permits and maintain spreadsheet
- Manage gate access system
- Schedule clubhouse reservations, maintain use agreements and key logs, perform inspections
- Compile ARC submittals when necessary
- Assist/train Homeowners in web portal
- Prepare maintenance work orders; track status; close in Vantaca and match to A/P invoices
- Prepare homeowner violation notices and maintain tracking spreadsheets
- Maintain Association files both physical and digital; including binders and web portal
- Maintain Association database and contact information
Financial/Budget Business
- Assist in processing special assessment payments
- Accounts Payable tasks as needed
- Assist with Financial Review per checklist
- Upload financials to web portal (BOD and Homeowners when approved)
- Coordinate financial review and/or audit with outside resource
Experience: At least 1 – 2 years’ experience in a corporate receptionist or administrative role.
Education Requirement: College Degree preferred.
Growth opportunities with a local company celebrating its 45th year. Now serving the Carson City, Dayton Valley, Gardnerville, Incline Village, Minden and all Tahoe Region communities.
Compensation: $18- $20/hour DOE.
Full-Time Position: Monday through Friday (8:00 am to 5:00 pm).
Location: Carson City
This is a non-exempt position in order to benefit by Nevada overtime pay regulations.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $18 - $20
