What are the responsibilities and job description for the Administrative Assistant position at Associa?
Associa Sierra North is currently looking for an Administrative Assistant to support our Reno, Nevada branch operations. The Administrative Assistant will be responsible for assisting with office activities and administrative tasks. Our Administrative Assistants provide customer service support and work closely with the Community Managers. Under moderate supervision, work may involve contact with homeowners and board members. This is a great role to enter the Association Management industry and provides growth opportunities within our organization.
What do we offer?
Associa offers a competitive benefits package to our full-time employees including medical, dental, and vision insurance, 401k, disability insurance and support with wellness and development initiatives, and more. We have been designated Great Place to Work for many consecutive years and many of our locations are awarded as Best and Brightest.
Essential Duties and Responsibilities
•Update and file association documents for Community Managers.
•Arrange for the delivery and pickup of documents from storage when necessary.
•Update homeowner and association information in databases and shared files.
•Process and distribute incoming and outgoing mail for the office and the 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 prepares payable vouchers for the manager’s approval if not completed by the Telephone Operator.
•Prepares and assists community managers with monthly board packages and in-house mailings.
•Assist with onsite property inspections as needed.
•Provide general office support as needed.
•Relieves receptionist/telephone operators on an as-needed basis.
•Other duties as assigned.
Compensation:
$19 hourly pay; direct experience highly considered
Qualifications:
Knowledge and Skills
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Partner with multiple stakeholders, for example, community managers, vendors, peers, and 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 the receptionist 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 settings.
• 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 the phone, email, and in person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.)
• Valid driver’s license, vehicle insurance and reliable vehicle required.
Education and Experience
· High School Diploma or GED required.
· 1 – 3 years of related administration, customer service or hospitality experience preferred.
Working Conditions
· On-site in branch. General office hours: 8:00AM – 5:00PM Monday through Friday.
· Reliable transportation.
· Non-Typical office environment (frequent standing, walking, talking, etc.), both inside activities and outside activities.
· Overtime may be required.
· Frequent social interaction.