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. To learn more, visit www.associaonline.com.

\n \n Job Description

Job Title: Onsite Administrative Assistant

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Position Purpose

\n\nPerforms administrative and general support duties to assist On-Site Property Manager and Board of Directors.\nPerforms concierge and administrative duties for homeowners.\nAssists with the collections effort on past due accounts for homeowners in the community.\n\n

Major Tasks, Responsibilities and Key Accountabilities

\n\nProvides exemplary customer service to homeowners, guests of the community, the Board of Directors and the On-Site Property Manager.\nAssists Property Manager with billing issues and researches account information as needed.\nAssists Property Manager to track and record charges\nRuns all Compliance, Architectural, Financial and gate reports for Property Manager.\nRefers all request for quotes to the Property Manager for approval.\nSchedules amenities for residents.\nSorts and distributes incoming mail.\nRetrieves voice mail message and returns or forwards calls as appropriate.\nMaintains electronic and hard copy filing system and efficient information retrieval system.\nManages Board of Directors and general community email list servers and composes written correspondence.\nPerforms clerical duties which include photocopying, faxing, operating postage machine, and preparing large volume documents for mailing.\nMaintains key fobs, access cards, door-lock codes, and owner and renter wristband inventories, distribution lists and bookkeeping records.\nSecures the office and telephone system at close of day.\nAssists with any special projects as assigned.\n\n

Nature and Scope

\n\nMust possess excellent verbal and written communication skills.\nWill be communicating with all levels of personnel, so clear and concise communication is a must.\nExcellent customer service and organizational skills are required.\nMust be accurate, detail-oriented, and dependable.\nMust be a self-starter and can work independently without supervision.\nMust have strong multi-tasking skills and meet reasonable deadlines.\nMust have a positive and professional appearance, attitude, and demeanor.\nMust consistently contribute as a team player.\nMay be involved in mildly difficult situations.\nMust have the ability to work independently even when not given a specific task.\nQuick learner with new software programs such as VMS/Brivo/Comweb/Smartwebs.\nSome event coordinating required.\n\n Requirements

Environmental Job Requirements

\n\nPhysical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).\nLengthy periods of sitting, standing, bending, and stooping are required.\nA lot of face-to-face interaction with homeowners.\nPositive attitude especially when faced with stress or tense situations.\n\n

Education required

\n\nProficiency in MS Word, MS Excel, MS Outlook.\n\n\nMust be able to adapt to management software and computer programs being utilized by company.\n\n\nThe knowledge and skills typically gained through the acquisition of a high school diploma and/or GED.\n
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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.