Job DescriptionThe Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations.
Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers.
This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick paceJOB DUTIESOrganizes and prepares incoming and outgoing correspondence.Receives and responds to incoming phone calls and emails from clients and vendors.Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.Prepares and tracks time sensitive forms for clients and vendorsUpdates client database
– contact information [address, phone, email]enter notes into client accountsMaintains vendor database
– add/update vendor information, obtain w9 and proof of insurancePrepares documentation for accounts payable vouchers and submits invoices for paymentProcesses print jobs, scanning and faxing as neededUses Excel, software and computer systems to track projectsOther duties as assigned.RequirementsRequires a high school diploma or GED; Bachelors or Associates degree preferred.1
– 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plusMust be able to use MS Office 2007 or later, particularly Excel and Word.
Must be able to adapt to management software and computer programs being utilized by company.Ability to interpret and follow verbal and written instructionsAbility to communicate effectively, both verbally and in writing and exercise diplomacyKnowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spellingInterpersonal skills necessary to effectively interface with all levels of personnel and work in a team environmentDemonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activitiesMust be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.Additional informationAll your information will be kept confidential according to EEO guidelines.Company DescriptionWith more than 180 branch offices across North America, Associa delivers unsurpassed management and lifestyle services to nearly five million residents worldwide.
Our 10,000 team members lead the industry with unrivaled education, expertise and trailblazing innovation.
For more than 40 years, Associa has provided solutions designed to help communities achieve their vision.
To learn more, visit www.associaonline.com.