What are the responsibilities and job description for the Administrative Assistant position at Associa?
Serves as a customer service representative to handle requests from owners, board and vendors by responding with urgency, courtesy and professionalism.
• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.
• Greet and assist homeowners, vendors & guests in HOA office.
• Assist homeowners with gate access website, vehicle entry access and amenity access devices.
• Schedule amenity rentals.
• Schedule vendors and dispatch work to appropriate vendors.
• Process vendor invoices and credit card expense receipts.
• Act as a liaison between on-site staff and vendors as needed.
• Prepare and post necessary advisories to residents.
• Answer general or account questions.
• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.
• Prepare mailings as needed.
• Prepare and process homeowner email blasts.
• Purchases office and maintenance supplies as directed by management.
• Assemble Board packets.
• Create SOPs, reports and office manuals.
• Attend walkthroughs as requested.
• Assist Management with ARC distribution process.
• Review DAR (Daily Activity Report) daily and schedule respective corrective services.
• Return communications by phone or email as requested by Manager.
• Update Tek Control and C3 platform as necessary.
• Complete special projects assigned by Assistant or General Manager as needed.
• Assist management with housekeeping/maintenance supervision.
• Complete orientation with new homeowners.
• Assist committee members as necessary. Prepare committee orientation binders.
• Assist with new employee orientation and training.
• Update and monitor Manager’s appointment calendar daily.
• Communicate important updates and general information to Security daily.
• Assist management with correspondence preparation.
Compensation
$21–$25 per hour (direct experience highly considered)
Employment Type
Part-Time
Work Location
17623 Via Ambiente Rancho Santa Fe, CA 92067
Qualifications:
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of company policies, procedures and forms.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
Education and Experience
• High school diploma or equivalent required. College level courses in business or hospitality preferred.
• HOA or industry related experience extremely helpful.
• Is committed to continual learning as evidenced by attendance at seminars or industry programs.
• Be well spoken to instill confidence in the residents as well as the public.
• Displays a community posture that well represents the vision of association.