Administrative Assistant

Position Summary

The Administrative Assistant to the General Manager supports all aspects of community operations, administration, and staff coordination. This role ensures smooth daily operations, effective communication among residents, staff, and vendors, and assists with project management, vendor coordination, and resident account administration. The position requires strong organizational skills, professionalism, and the ability to work collaboratively to maintain community standards and meet management goals.

Essential Duties and Responsibilities

Administrative & Operational Support

• Provide direct administrative support to the General Manager in all areas of community operations.
• Prepare correspondence, reports, and meeting materials, and maintain organized files for residents, vendors, and management.
• Track open tasks, deadlines, and project timelines to ensure timely completion.
• Manage incoming communications and route messages appropriately.
• Provide front desk day-shift coverage as needed.
• Verify and submit invoices for accuracy and proper billing information prior to submission.
• Process new vendors in Strongroom and maintain the vendor contract and Certificate of Insurance (COI) binder.
• Maintain consistent follow-up to ensure issues are resolved and residents are informed.

Staffing & Department Support

• Assist the General Manager with scheduling, task assignments, and coordination across all departments, including front desk, maintenance, janitorial/EVS, and administrative staff.
• Monitor staff performance and task completion to ensure accountability and service quality.
• Review and process staff coverage requests with the General Manager, ensuring adequate staffing levels and adjusting shifts as needed.
• Facilitate interdepartmental communication to maintain an efficient, professional, and cohesive work environment.

Resident, Account & Work Order Coordination

• Manage resident service requests and maintenance work orders from submission through completion, ensuring proper documentation, billing, and follow-up.
• Act as liaison between residents, maintenance, and vendors to ensure clear communication and timely resolution.
• Assist owners with account management, provide account ledgers, and process Direct Debit requests.
• Process account adjustments, maintenance charges, key/fob fees, parking charges, and late fee waivers.
• Maintain the parking list, issue annual leases, and process related billing.
• Monitor and respond to TownSq requests, and upload announcements, meeting minutes, and community updates.

Vendor & Project Oversight

• Coordinate vendor scheduling for repairs, maintenance, and project work in collaboration with the maintenance department.
• Support vendor communication and contract management, ensuring accurate and up-to-date documentation.
• Conduct periodic property inspections for maintenance needs, compliance, and community standards.
• Issue and track violation notices, documenting follow-up and resolution in accordance with Association policy.

Community Relations & Governance

• Serve as liaison between the General Manager, residents, staff, vendors, and the Board of Trustees.
• Address homeowner inquiries, concerns, and complaints promptly and professionally.
• Support the implementation of Board directives, community policies, and administrative procedures.
• Assist with meeting preparation, minutes distribution, and post-meeting follow-up.
• Promote a positive, respectful, and community-focused environment.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with community management systems (such as C3, TownSq, ButterflyMX).
• Strong organizational and multitasking skills with excellent attention to detail.
• Clear written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Professional, reliable, and able to work both independently and collaboratively.
• Prior experience in administrative support or property management, preferably in a high-rise environment.

Qualifications:

Schedule:

• Regular Schedule: Monday–Friday, 8:30 a.m.–4:30 p.m.
• Summer Schedule (June, July, August): Sunday, 10:00 a.m.–3:00 p.m. and Monday–Thursday, 8:30 a.m.–4:30 p.m.