Administrative Assistant

(HOA / Condo Associations)

JOB TYPE: Administrative Assistant, Part-time or Full-time employee

REPORTS TO: Office Manager

LOCATION: Warren, Rhode Island

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in supporting our daily operations and ensuring smooth workflow. The ideal candidate is proficient in Google Suite, possesses strong organizational skills, and has experience in providing administrative support

IS THIS YOU?

Do you enjoy having steady, routine work that can be managed in addition to other work you may have going on? Do you have great attention to detail and can handle a variety of in-office administrative tasks?

Then you might be our next administrative assistant! We are looking for someone who is looking for either part-time or full-time employment and has experience with managing incoming mail, scanning and depositing checks, scanning and saving bills that come in. If this sounds exciting to you… then please apply!

ROLE:

As an Administrative Assistant, you help ensure incoming mail is sorted and handled in a timely, accurate manager. You are responsible for ensuring all checks from association owners are deposited into the correct bank accounts and documents are uploaded and stored appropriately. The work is routine and dependable, and you come to the office set times and days each week. You diligently perform a wide range of administrative tasks such as calling local suppliers and contractors to ensure they have the correct address on file, contacting homeowners if there are any check issues, and ensuring checks and bills are entered into the system in a timely manner. Your handwriting is neat, clear, and legible, and there are no issues addressing and sending mail.

Eager to help, you promptly respond to the routine influx of mail and checks towards the beginning and end of the month, providing a high-level of service for our associations.

RESPONSIBILITIES:

• Accounts Receivable:
• Solely handle the incoming mail, opening, sorting, and distributing as appropriate. Communicate to owners, vendors, and suppliers if an address needs to be changed, account updated, or a check needs to be revised.
• Accounts Payable:
• Open, scan, and upload all bills for associations, noting any that may have the wrong contact information. Call and email the appropriate person to resolve any issues promptly.
• Receiving and Postage:
• Retrieve, Open, and Distribute Mail / Packages
• Stamp and address all envelopes for outgoing mail
• Manage Postage Machine: track all stamps used, update electronic log, and print new sheets each month.

RESULTS:

• All mail is opened, sorted, scanned, uploaded, and checks are deposited within 24 hours of it getting to the office.
• Vendors and owners are notified within 8 hours if their check or bill has the incorrect address or is made out to the wrong company. These issues are tracked until closure.
• All mail ready to be sent out is dropped in the mailbox by the end of the day.
• Checks are deposited into the correct accounts with 100% accuracy. If any issues arise they are to be handled immediately by communicating with the Office Manager and our representative at the bank.

REQUIREMENTS:

• Must be a good english speaker (big plus for spanish as well!).
• Must be a US Citizen.
• Must have worked in an administrative setting previously for at least 3 years.
• Must be capable of quickly communicating with owners, vendors, and suppliers.
• Clean background check with zero history or criminal activity. You would have no issues applying for a role at a bank.
• Hourly rate negotiable depending on experience and availability.
• Minimum 24 hrs/week, with the opportunity for more.
• Being a notary is a plus but not required.

ABOUT APEX MANAGEMENT GROUP

With over 25 years of experience under our belts, Apex Management Group is the go-to place for residential and commercial real estate management needs. We pride ourselves on being the preferred solution for condominium association management in Rhode Island with a strong customer focus. We appreciate our employees for all the work they do, so we strive to create an environment where they can personally succeed and thrive. When you join us, you join an organization that truly helps improve lives!

Job Type: Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: 24 – 40 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Monday to Friday
• Morning shift
• No nights
• No weekends

Work Location: In person