What are the responsibilities and job description for the Admin Asst position at Associa?
SBB Management is looking for a highly-motivated and detail-oriented office assistant. In this role, your primary responsibilities are to assist the on-site Community Association Manager with various tasks, including but not limited to: office management, resident interactions, issuance and management of amenity access keys, community correspondence – whether by phone or email, and other tasks as assigned by the manager. This position is primarily an office role, and requires a well-spoken, customer-service oriented multi-tasker who functions at a quick but accurate pace.
To be considered for this role, please complete two required brief assessments thru this link:
https://assessment.predictiveindex.com/bo/86E/FrontDeskCoordinatorReceptionist_Oct2025_231127
JOB DUTIES AND RESPONSIBILITIES:
- First point of contact for homeowners and residents, whether new or established to the office, maintaining a warm and welcoming demeanor, and facilitating their requests for information, amenity access, or transferring to the appropriate party;
- Becoming familiar with the Association’s governing documents as they relate to the role;
- Responding to phone calls, voicemails, and emails – usually within 24 hours, escalating to the appropriate party, and following up when delegated to another (e.g. maintenance work order);
- Assisting the manager and Community Standards Coordinator on issuance, distribution, and follow-up on official correspondence (i.e. violation notices, mass e-mails, architectural modification applications)
- Conduct inspections twice weekly to assess owner compliance with governing documents
- Issuance and programming of resident amenity access keys;
- Assist CAM in preparation of Board or Owner meeting packets;
- Assist Manager in posting in Vantaca and mass e-mail correspondence for official communication to community;
- Preparation, editing, and distribution of new resident Welcome Packet;
- Receiving, filing, and tracking of required documentation to digital owner files;
- Ordering and receiving of office supplies;
Qualifications:
EDUCATION/KNOWLEDGE/SKILLS/ABILITIES:
• Ability to deliver a 5-star customer service to the Board and the residents
• Ability to advise and direct the Board to make the necessary decisions
• Ability to build rapport with clients
• Strong analytical and critical thinking skills
• Excellent written and verbal communication skills