Job Title: Administrative Assistant

Reports to: General Manager

Location: San Francisco

Primary duty is directly related to assist the association through customer support at the onsite facility which may include administrative and facility reservations, as well as the overall coordination of the management office general operations as directed by the General Manager. This position requires the associate to provide exceptional customer service towards residents while assisting with their requests, outstanding organizational skills and multitasking ability.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for contacting, responding and assisting homeowners with inquiries regarding HOA monthly fees.
• Responsible for registering, recording, submitting and monitoring all revenue received from facility rentals, card access registration, and or any other payment received from residents' onsite or via the online portal.
• Responsible for receiving, submitting and filing invoices in a timely manner for payment through Avid.
• Participate of Board meetings and events when requested.
• Assist in providing new and replacement access fobs to residents.
• Responsible for organizing, keeping track, and ordering office supplies.
• Receive and audit all the material delivered to the onsite office, process it, and forward to the responsible parties.
• Assists General Manager with execution of the annual board election processes.
• Participates in Daily First Call Meetings as needed.
• Coordinates and Executes staff appreciation events including but not limited to Monthly Birthdays, Holiday Parties, etc.
• Responsible for keeping the building's operating system (website portal, Connect, Buildinglink, etc.) updated with accurate information and files.
• Must be able to handle multiple tasks concurrently.
• Assist the General Manager with the preparation of meeting packets, minutes, and any other related documentation.
• Verbally articulate in order to answer phone calls from clients and staff, including handling calls that do not necessarily need the attention of the General Manager.
• Ability to keep items in total confidentiality.
• Keep General Manager Calendar so that meetings can be coordinated. Is responsible for arranging, rearranging and cancellation of appointments as directed.
• Attend to errands as determined by General Manager.
• Ability to work well under pressure and deadlines related to the position.
• Ability to be flexible and be able to move from one job to the next depending on ever changing priorities.
• Arrange meetings, ensuring that the location is reserved, refreshments are provided, equipment and supplies in place.
• Intercept homeowner complaints for General Manager and direct to the appropriate party for resolution.
• Get follow up information from Management after resolution of the complaint. Compose an acknowledgment letter, if needed, for General Manager Signature.
• Greet all guests for General Manager at the front desk, offer coffee, and inform them when they will be brought back to meet with the appropriate party.
• Schedule meetings for General Manager. Send out meeting notices to all participants, secure an agenda before the meeting for their review, be sure and identify the beginning and ending time frame. Enter meetings in book and Outlook computer program.
• Send out meeting notices to all participants; secure an agenda before the meeting.
• Receive, review, organize and file all incoming mail: Direct any outside correspondence to General Manager on items that require his/her review.
• Update resolution books and the policy logs as needed.
• Organize file system, hard copy files and computer e-drive files, and complete filing as necessary.

QUALIFICATIONS:

• Excellent knowledge of punctuation and grammar. Must be able to proofread accurately both correspondence and cost analysis documents.
• Must be knowledgeable and adept with Microsoft Office.
• Professional attire required.
• Must have administrative background and be able to demonstrate organizational skills and the ability to prioritize.
• Demonstrates effective oral and written communication skills.
• Must be able to independently answer and place telephone calls.
• Must be able to sit at a desk for long periods of time.
• Must have excellent customer service skills.
• Proactive in seeking additional work when assigned tasks are completed.

EDUCATION and/or EXPERIENCE

• Some college or technical education.
• Previous customer service experience.

LANGUAGE SKILLS:

• Proficient in English
• Bilingual Spanish helpful.

MATHEMATICAL SKILLS:

• Excellent general math skills.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in this process of communicating with guests, associates, supervisors, vendors and our clients.