Administrative Assistant

As an Onsite Community Admin, you will oversee the day-to-day operations of a residential property, ensuring exceptional customer service and compliance with state and federal regulations. Utilize your core skills in property management and customer service to maintain community satisfaction and address any property-related issues promptly. Your premium skills in conflict management will be valuable in handling legal and administrative tasks efficiently. With relevant skills in negotiation, contracts, and property maintenance, you will excel in managing relationships and property upkeep.

Job purpose

Perform a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.

Duties and responsibilities

• Provide general administrative and clerical support including mailing, scanning, faxing and copying.
• Provide backup to customer service overflow and during meetings. Covering front desk when receptionist is unavailable e.g. Lunch.
• Maintain filing system both physically and on the share drive.
• Perform data entry and scan documents
• Answer calls/emails from customers, vendors, Board Members, and in person resident interactions and problem resolution.
• Review and respond to communications to and from association members and Board members.
• Lunch phone coverage
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Schedule and coordinate meetings, appointments and inspections with Management.
• Assist with the management of the Board of Directors and Community relations.
• Attend all contracted client meetings.
• Create and assemble the Board of Directors agenda and packets in accordance with company procedures.
• Assist Manager with Board of Directors meeting follow-up and correspondence. Review and respond to communications to and from association members and Board members.
• Conduct community and common area inspections of the property.
• Update compliances and ensure the governing document cited is correctly used, issue Good Yard Cards (when applicable), and upload photos for all Certified and Fine letters issued.
• Respond to fine and fee disputes.
• Updating Attorney status and sending new accounts for all Deed Restriction matters.
• Informing the Mail Room Clerk of mail outs.
• Process ACC applications; update status in VMS and issue approval and denial letters.
• Process any amenity rentals, update the community scheduler tab and maintain/create an amenity cheat sheet on the share drive.
• VMS Community website management: Managing the group's tab, updating FAQ tab, and ensuring all documents are attached and current.
• Sending E-Blast via VMS.
• Entering association budget
• Gather and submit property taxes to Accounts Payable
• Management of community webpage (if applicable).
• Creating and maintaining the General info sheet on the share drive along with maintaining share drive organization for communities.
• Manage association’s Homewise page and orders. Ensuring documents are up to date and all orders processed within a timely manner.
• Manage and submit charge-backs to the association(s) monthly for assigned associations.
• Assist Manager with vendor relations. Assist in creation of bid requests and aid in the bidding process. Meet with vendors on site and provide comparative bids to the Board
• Manage special projects as directed by the Community Manager e.g. community events, , mail outs etc.
• Coding of invoices & receipts for association. Authorize payment of invoices.
• Using the switchboard and queue in accordance with company procedures
• Using task function to request waiving or adjustments from accounting.
• Record correspondence in software used by Sterling ASI (VMS)
• Assist management with other assigned projects and tasks.
• Oversee Facility Maintenance Program and Vendors
• Attendance at public meetings (MUD/LID) representing association
• Inventory & Ordering of building/office supplies.
• On occasion perform deed restriction inspections
• Review the common areas and update community inspection report weekly.

Qualifications

• Demonstrate organizational skills and time management abilities
• Must be able to independently answer and place telephone calls.
• Must be able to attend and actively participate at monthly board meetings as required.
• Must be able to inspect common area property owned by HOA clients.
• Basic knowledge of MS Applications, especially Word and Excel
• Dependable transportation
• Work well in groups

This is a full-time position.
Hours: Monday-Friday: 9am to 6 pm.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Hours will be Monday-Friday from 9 am to 6 pm. Will you be able to work these hours?
• What is your experience with HOA's?

Experience:

• Management: 1 year (Required)
• HOA: 1 year (Required)

Work Location: In person