Administrative Assistant

The Administrative Assistant supports and assists generaloffice activities and projectswith administrative tasks.   Provides customer service support.  Under moderate supervision, work may involve contact with homeowners and board members. 

Essential Duties and Responsibilities 
 

• *Must be able to perform in office tasks.
• Ability to file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary. 
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution. 
• Ability to update homeowner and association information in C3 and shared files. 
• Ability to process and distribute incoming and outgoing mail for the office and Associations. 
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to process print jobs, scanning and faxing as general office support when needed 
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be 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.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines. 
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.). 

Other Duties and Responsibilities 
 

• Organizes and prepares correspondence relating to association business. 
• Receives and responds to incoming calls from homeowners, Board members and vendors.  Follow through on various requests. 
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator. 
• Prepares and assists community managers with monthly board packages and in house mailings. 
• Relieves concierge/reception on an as needed basis. 
• Other duties as assigned. 
• 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.

Education and Experience 

• High School Diploma or GED Required 
• At least one year of directly related or closely related experience