Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.

• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.

• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.

• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.

• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.

• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.

• Sets up meetings for Board Approval process.

• Keeps packages updated with new memos and policies as required.

• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).

• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.

• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.

• Follows safety procedures and maintains a safe work environment.

• Other duties as required.

  Skills & Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Three (3) to Five (5) plus years of related work experience.

• Computer literacy: Intermediate proficiency in Microsoft Windows software.

• Must possess strong administrative background.

• Strong working knowledge of customer service principles and practices.

• Excellent interpersonal, office management and communications skills.

• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

  Physical Requirements:

• Physical demands include ability to lift up to 50 lbs.

• Standing, sitting, walking and occasional climbing.

• Required to work at a personal computer for extended periods of time.

• Talking on the phone for extended periods of time.

• Ability to detect auditory and/or visual emergency alarms.

• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.

• Driving when necessary.

  Supervisory Responsibilities

• No supervisory responsibilities

  Additional Information

• Schedule: Monday-Friday

  Compensation: $20.00 per hour

  Disclaimer Statement

  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.