Front Office Assistant

The Office Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Daily responsibilities:

• Answer phones, respond to phone calls and manage emails. Follow-up with home owners and board members as needed.
• Enter and update homeowner and community information in the database.
• Fax, file, and scan documents.
• Follow-up on invoices, accounts payable, and notices to owners.
• Assist homeowners with monthly payments and filing out Architectural Review forms.
• Type and send out HOA violation notices to homeowners. Track, log in system, copy and mail.
• Process account credits or charges and change of address for residents.
• Schedule meeting locations and ensure the room is set-up for board and homeowner meetings.
• Prepare meeting packets for mailings for board and owner meetings.
• Prepare all meeting file folders for managers.
• Prepare proxy sheets, proxy log sheet, sign in sheets (make sure there were no changes in owners before the meeting).
• Code and process special assessment payments and regular payments for properties, repairs and maintenance, insurance, legal, keys, gates, parking passes, refund checks, developer contribution, pet registration, clubhouse rental (where applicable), arch. Design, vending machines/laundry, etc.
• Other duties as assigned

Pay rate: $17-$19 an hour.

Requirements:

• High School Diploma or GED Required.
• 1+ year of recent corporate office admin experience.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Self-motivate, proactive, detail oriented and successfully function as part of a team.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Ability to prioritize tasks, manage time efficiently, and meet deadlines.

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