Description
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: Part-time - Monday-Friday 8:00am – 12:00pm
Compensation: $25.00 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.