Adminsitrative Assistant

Job Summary:

We are seeking a detail-oriented On-Site Administrative Assistant to work closely with the Licensed Community Association Manager (LCAM), Board of Directors, and community members. This role is perfect for an organized professional with excellent communication skills and a proactive attitude.

Schedule: Monday, Wednesday, Friday 12:00pm-5:00pm, Tuesday and Thursday 8:00am-5:00pm

Responsibilities:

- Communication:

- Answer incoming calls, assist callers, and forward messages to LCAM, board members, or maintenance staff as necessary.

- Greet and assist guests in the management office, ensuring a positive experience.

- Provide support to legal counsel and real estate agents as instructed by the LCAM.

- Work Orders and Records:

- Prepare and dispatch work orders based on service requests, and maintain the computerized work order system.

- Type and manage violation letters, organize unit owner files, and handle correspondence.

- Maintain records for the gate entry system, serving as the system administrator.

- Coordinate application processes for new residents, provide welcome packages, and assist in new owner orientation.

- Meeting Support:

- Attend Board of Directors meetings as required, take minutes, and submit for review by the LCAM.

- Prepare notices for meetings under LCAM supervision and coordinate mass mailings for the Association.

- Office Management:

- Order office supplies, process incoming mail, and manage invoices with LCAM approval.

- Maintain up-to-date emergency contact information and update the Association’s Information Sheet.

- Provide change of address information for residents.

- Vendor Coordination:

- Coordinate with vendors, contractors, and other service providers as authorized by the Board and LCAM.

This position plays a crucial role in supporting the daily operations of the community association, ensuring smooth communication, accurate record-keeping, and efficient administrative processes.

Qualifications:

• Previous experience in administrative roles or property management is preferred.
• Proficient in MS Office Suite and comfortable working with computerized systems.
• Ability to work independently.
• Excellent organizational and multitasking abilities.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information.

Education and Experience:

• High School/GED or equivalent
• 1 year in property management experience or office administration experience (preferred)

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.