Job Description

Job Title : Onsite Administrative Assistant

Position Purpose

• Performs administrative and general support duties to assist On-Site Property Manager and Board of Directors.
• Performs concierge and administrative duties for homeowners.
• Assists with the collections effort on past due accounts for homeowners in the community.

Major Tasks, Responsibilities and Key Accountabilities

• Provides exemplary customer service to homeowners, guests of the community, the Board of Directors and the On-Site Property Manager.
• Assists Property Manager with billing issues and researches account information as needed.
• Assists Property Manager to track and record charges
• Runs all Compliance, Architectural, Financial and gate reports for Property Manager.
• Refers all request for quotes to the Property Manager for approval.
• Schedules amenities for residents.
• Sorts and distributes incoming mail.
• Retrieves voice mail message and returns or forwards calls as appropriate.
• Maintains electronic and hard copy filing system and efficient information retrieval system.
• Manages Board of Directors and general community email list servers and composes written correspondence.
• Performs clerical duties which include photocopying, faxing, operating postage machine, and preparing large volume documents for mailing.
• Maintains key fobs, access cards, door-lock codes, and owner and renter wristband inventories, distribution lists and bookkeeping records.
• Secures the office and telephone system at close of day.
• Assists with any special projects as assigned.

Nature and Scope

• Must possess excellent verbal and written communication skills.
• Will be communicating with all levels of personnel, so clear and concise communication is a must.
• Excellent customer service and organizational skills are required.
• Must be accurate, detail-oriented, and dependable.
• Must be a self-starter and can work independently without supervision.
• Must have strong multi-tasking skills and meet reasonable deadlines.
• Must have a positive and professional appearance, attitude, and demeanor.
• Must consistently contribute as a team player.
• May be involved in mildly difficult situations.
• Must have the ability to work independently even when not given a specific task.
• Some event coordinating required.

Requirements

Environmental Job Requirements

• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.
• A lot of face-to-face interaction with homeowners.
• Positive attitude especially when faced with stress or tense situations.

Education required

• Proficiency in MS Word, MS Excel, MS Outlook.
• Must be able to adapt to management software and computer programs being utilized by company.
• The knowledge and skills typically gained through the acquisition of a high school diploma and / or GED.

Last updated : 2024-04-27