Job Details

Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities.

The Administrative 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.

Requirements

Essential Duties and Responsibilities:

• Update and file association documents for community managers.
• Arrange for delivery and pick up of documents from storage when necessary.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and associations.
• Process print jobs, scanning and faxing as general office support when needed.

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 and Skills:

• Knowledge of Microsoft Office products (Word, Excel, Outlook,) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, et) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• 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 keep workspaces organized and maintained. Alerts office manager of low supplies and assists in supply stocking and distribution.
• 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.).

Education and Experience:

• High school diploma or GED required.
• At least one year of directly related or closely related experience.

Working Conditions: Typical office environment. Frequent social interaction.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and to reach above shoulders with hands and arms in order to file a variety of documents; use hands and fingers to input data to information system; and talk or hear in order to gather and provide information on departmental processes. The employee is often required to sit in order to process information and conduct data entry activities.

Environmental Demands: Work is performed in a climate-controlled office without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

Rate of Pay: $24 per hour. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.