Job Overview:

As a Portfolio Administrative Assistant, you'll be responsible for performing a wide variety of administrative and staff support services directly related to property management and the general business operations of the association, coordinates with internal support staff, may assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

• Assist in the daily operation of all your assigned association's to include administrative and secretarial duties following established Company procedures and guidelines. To the extent that a community specific need/situation arises that may not be applicable to an established procedure/guidelines, the Administrative Assistant should identify and bring to the attention of your immediate supervisor, with any suggestions, as applicable.
• When answering a call take the time to verify and update customer profiles. Messages are to be handled courteously, accurately and in a timely manner.
• Assist and coordinate work orders for properties as directed by Community Association Manager. Create work orders from the Call Center when customers call administrative assistants directly.
• Maintain and update various record logs as applicable, in Continental Connect including but not limited to: sale and lease application, Architectural Modification Forms, key log, bicycle room log, and access information log, gate keys/transponders, etc.
• Maintain, update and coordinate resident information in computer database at a minimum on a monthly basis. Generate and provide this information to the Community Manager and/or Board of Directors as needed.
• Schedule move-ins/move-outs, as required by the Association. Coordinate with all parties in order to give access information.
• Transmit checks to accounting for sale/lease fees, sale of association documents, etc., in a timely basis with the proper form.
• Distribute mail for Community Association Manager.
• Open all files required for the Association including but not limited to (Correspondence file, Insurance file, Annual Meeting file, etc).
• Maintain Association binders.
• Purge all association files on an annual basis as required.
• Review open calls from the call center and connect and close out all calls daily.
• Prepare move-in packages for re-sale and leases. Create files, compile and coordinate all necessary information and documentation for new owners/lessees. Set up meetings for Board Approval process. Keep packages updated with new memos and policies as required.
• Prepare any resident information packages that require Board approval, (i.e., Architectural Modification & Sale and Lease Approvals).
• Other duties as required.

Skills & Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Three (3) to Five (5) plus years of related work experience.

• Computer literacy: Intermediate proficiency in Microsoft Windows software.

• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information

• Schedule: Monday-Friday 8:00am – 5:00pm

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $16.00 - $16.50 per hour

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.