What are the responsibilities and job description for the Admin-Asst position at Associa?
- Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.
- Update homeowner and association information in C3 and shared files.
- Process and distribute incoming and outgoing mail for the office and Associations.
- Process print jobs, scanning and faxing as general office support when needed
Other Duties and Responsibilities
- Organizes and prepares correspondence relating to association business.
- Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests.
- Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
- Prepares and assists community managers with monthly board packages and in house mailings.
- Relieves concierge/reception on an as needed basis.
- Other duties as assigned.
Qualifications:
- Knowledge of Microsoft Office products (Word, Excel, Outlook,) at a proficient level.
- Professional customer service skills.
- Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, et) at a proficient level.
- Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
- Ability to interpret verbal and/or written instructions at a proficient level.
- Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
- Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
- Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
- Knowledge of company policies, procedures, and forms.
- Must be able to work effectively with others in person and in group setting
- Must be able to prioritize, manage time, and meet deadlines.
- Must be able to interpret verbal and/or written instructions at a proficient level.
- Must be able to communicate effectively and professionally on phone, email, and in-person.
- Must be able to operate general office equipment (copier, fax, phone systems, etc.).
Education and Experience
- High School Diploma or GED Required
- At least one year of directly related or closely related experience
Working Conditions:
- Typical office environment
- Frequent social interaction