Administrative Assistant

Description

Job Overview:  
As an Administrative Assistant, you’ll be responsible for providing administrative services to on-site General Manager and other related parties as needed for the daily operations of the Association as directed by the General Manager.     Your Responsibilities:  

• Provide exceptional customer service and answer inquiries about General Property Information  

• Help resolve standard questions about operations  

• Handle vendor inquiries when on-site during business  

• Tracking Maintenance and Resident Information  

• Log maintenance request forms submitted by the concierge, activities director, and general manager  

• Log Certificates of Insurance (COI) to Connect and file in appropriate binder o Update lease information for rental units  

• Create/Update Documents/Spreadsheets  

• Update New Resident Info   

•  Verify at least one resident is age qualified and notify GM if no one meets the qualifications 

•  Resident Registration  

• Attend the ARC/Modifications Committee Meeting  

• Assist with the ARC process  

• Routinely inspect properties for non-compliance issues such as landscaping, unkempt conditions, unauthorized modifications  

• Send non-compliance/ violation letters to homeowners that are not conforming to community-wide standards or have made changes to their property without proper approval. 

• Complete resale inspections  

• Follow up on complaints about properties  

• Create covenants packets in the event an issue goes to hearing  

• Attend the Covenants Committee Meeting  

• Assist in Creation Covenants Agenda o Assist Committee Chair  

• Handle Accounts Payable tasks 

• Accept receipts for reimbursement and prepare a check for signature by an authorized signer.  

• Code invoices, checks, and debit/credit card receipts for AP team  

• Scan unpaid invoices to billing data entry system (Strongroom) for processing  

• Assist the General Manager and other onsite staff with additional duties such as reaching out to vendors and/or soliciting business  

• File Review for all residents and vendors  

• Digital and Physical filing of invoices and contracts  

• Update Resident Directory  

• Such other duties and responsibilities as may reasonably be directed and required 

   Skills & Qualifications:  

• Minimum of 3 years business experience in an administrative capacity or related experience   

• Critical thinking, problem solving, judgement and decision-making abilities are necessary.  

• Must be able to work in fast-paced environment 

• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.  

• Ability to work with sensitive and/or confidential information.  

   Physical Requirements / Working Environment:  
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary. 

• Must be able to sit and stand for extended periods of time.  

• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.  

• Must have finger dexterity for typing/using a keyboard.  

• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.  

• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.  

• Capable of working extended hours, to include evenings, weekends and holidays as necessary. 

• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting. 

• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills. 

• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns. 

• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties. 

   The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.        What We Offer:  As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.      Compensation:   $20.00 - $25.00/hour     Disclaimer Statement:   The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.