What are the responsibilities and job description for the Admin Asst position at Associa?
Front Desk- Telfair
Duties include but are not limited to:
• Become familiar with each association’s documents as they relate to your service role
• Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately)
• Work with the manager on violation letters as requested.
• Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc.
• Draft and mail letters to parties as requested by CAM- 2 business days
• Process community mailings; special notices, meeting notices, etc.- 2 business days
• Electronically file community related documents via company platform- daily
• Maintain/program entry gates directories- within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets- as needed
• Prepare and process Annual Meeting Notices- time sensitive, 3 business days
• Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed
• Maintain a current hardcopy and e-file community information sheet (hot sheet)- as needed
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed
• Maintain community websites via company platform- as needed
• Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur
• Review, code and process invoices for payment of services – daily within 24 hours
• Other Responsibilities- this list should not be considered to be all encompassing and is subject to change
Qualifications:
EDUCATION/KNOWLEDGE/SKILLS/ABILITIES:
• Requires a high school diploma or GED; Associates degree preferred.
• Six to twelve months of related clerical or administrative support experience required;