JOB DESCRIPTION

JOB TITLE: Administrative Assistant

DEPARTMENT: Administrative

REPORTS TO: Property Manager

THIS IS A FULL-TIME, HOURLY POSITION. BENEFITS ARE CALCULATED ON THAT BASIS.

SUMMARY: Provides a wide range of administrative activities associated with supporting the management of the association in a professional, courteous and helpful manner. Responsible for confidential and time sensitive material. Prepares correspondence and reports; drafts memos/letters. Performs accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions. Performs special assignments as required.

DUTIES AND RESPONSIBILITIES:

1. Accounts Payable: Sort and match invoices and purchase orders. Resolve invoice discrepancies; vendor file maintenance; correspond with vendors and respond to inquiries.

2. Answer and direct phone calls and emails in a timely and efficient manner.

3. Receives, opens and distributes all incoming mail and other documents in a timely and efficient manner.

4. Organize and schedule meetings and appointments as directed.

5. Sets up and maintains files, records correspondence, reports, and other documents required.

6. Maintains accurate contact/vendor lists

7. Daily filing for owner accounts.

8. Processes comment cards and maintenance work orders; and maintains corresponding files.

9. Covers shifts at Front Desk in case of emergencies.

a. Reservations-Confirming, cancelling, and/or changing.

b. Checking owners/guest in and out of the PMS.

c. Handling deposits, charges for misc. items, pet fees, parking, etc.

d. Handling of rental and exchange deposits by third parties.

10. Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.

11. Performs other related duties as requested or required.

JOB SPECIFICATIONS:

· PHYSICAL DEMANDS: Requires ability to sit for significant periods: 95% deskwork. Requires ability to answer telephone and communicate orally and in writing with co-workers and guests: talking and hearing. Requires ability to move fingers and hands quickly and easily: handling and feeling. Requires ability to think quickly and respond.

· ENVIRONMENTAL CONDITIONS: Indoors, protected from the weather.

· ESSENTIAL SKILLS: Requires familiarity with applicable standards and procedures. Requires skill in administrative procedures, including typing, report preparation, telephone etiquette, filing, correspondence preparation, project administration, skill and ability in grammar, composition and format. Requires ability to organize and prioritize with attention to detail and accuracy. Requires strong problem-solving skills and the ability to maintain confidentiality. Proficient in data entry and management.

· EDUCATIONAL/VOCATIONAL PREPARATION: High School graduate. Knowledge of accounts payable, general accounting procedures and relevant computer applications preferred. Associate’s degree preferred or a combination of vocational and job training may substitute for education.

I have read and fully understand the above job description for the position of Administrative Assistant.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Morning shift
• Rotating weekends
• Weekends as needed

Experience:

• Hospitality: 2 years (Required)
• Customer service: 2 years (Required)

Work Location: In person