What are the responsibilities and job description for the Part time Onsite Administrative Assistant position at Associa?
Community Onsite Administrative Assistant
Supports and assists general office activities and projects of the association with administrative tasks and provides customer service support. Under moderate supervision, the position reports to the Onsite General Manager, and work will involve contact with homeowners and board members.
This position is located at an onsite HOA community in Rockwall, TX. The position will be Monday through Friday at approximately 30 to 35 hours per week, 9 AM to 4 PM. There may be some flexibility with the hours. There will also be occasional evening board meetings to attend.
Compensation:
$21/hour rate
Job Duties and Responsibilities
Duties include but are not limited to:
• Vendor Communication – scheduling vendors, paying invoices, working directly with the board to coordinate on needed repairs
• Homeowner Communication – assist with communication with homeowners who come into the office onsite, via email, via TownSq, or on the Association’s website
• Compliance Inspections – conduct community inspections, issue violations, mail violations
• Clubhouse Reservations – tracking, take deposits, coordinate the clubhouse monitor, and schedule reservations
• Payments for Reservations/Parties – bank runs to Inwood Bank on Monday mornings
• Attend board meetings with the General Manager and take minutes at the meetings
• Process minor violations
• Organize and prepare correspondence relating to association business
• Receive and respond to incoming calls from homeowners, board members, and vendors and follow through on various requests
• Review invoices for completeness and accuracy of charges and prepare payable vouchers for manager’s approval
• Process and distribute incoming and outgoing mail for the office and associations
• Prepare and assist community managers with monthly board packages and in-house mailings
• Update homeowner and association information in C3 and shared files
• Keep workspaces organized and maintained and alert General Manager of low supplies and assist in supply stocking and distribution
• Process print jobs, scanning, and faxing as general office support when needed
• File association documents for General Manager and arrange for delivery and pickup of documents from storage when necessary
• Process gate requests
• The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change, or rescind the work of different assignment positions
• Other duties as assigned
Qualifications:
Knowledge and Skills
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
• Professional communication skills (phone, interpersonal, written, verbal, etc.)
• Professional customer service skills
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level
• Interpretation and completion of verbal and/or written instructions at a proficient level
• Knowledge of general office equipment (copier, fax, phone systems, etc.)
• Confidentiality and discretion in the performance of all duties and responsibilities
• Time management and time-critical prioritization skills
Education and Experience
• High School Diploma or GED required
• 0–3 years of directly related or closely related experience
Working Conditions
• Typical office environment
• Frequent social interaction
Salary : $21
