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    Community Admin Assistant - San Diego, United States - Associa

    Associa
    Associa San Diego, United States

    4 weeks ago

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    Description
    Job Description

    Position Description: Administrative Assistant will assist the on-site management office with a wide variety of administrative and staff support services. Perform office work directly related to property management and general business operations of the association.

    Job Duties and Responsibilities include but are not limited to:
    • Field and respond promptly to homeowner, Board member and vendor inquiries via phone, e-mail, TownSQ Requests, letter, and/or in person; follow through on various requests.
    • Assist Office Manager in updating new homeowner information into the directory and computer C3 program.
    • Process and distribute incoming and outgoing mail for the on-site management office and Association.
    • Prepare and organize correspondence relating to association business.
    • Process print jobs, scanning and faxing as general office support when needed.
    • Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
    • Attend Board meetings (as requested)
    • Be familiar with association governing documents and Board policies and procedures.
    • Assist Committee Chairpersons as needed
    • Assist General Manager in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
    • Assist General Manager in preparing annual disclosure packages, annual meeting notifications, annual election ballots, age verification (every two years) and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
    • Assist General Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved.
    • Assist General Manager in preparation of Design Review Committee architectural, design, and landscape applications, committee agendas, application binders, meeting minutes, and compliance letters; enter pertinent data into computer C3 program and update files in shared drive.
    • Assist General Manager in obtaining bids from vendors for maintenance issues.
    • Assist General Manager in keeping new homeowner orientation packets up to date.
    • Assist homeowners in registering on TownSQ, access to C3
    • Assist General Manager with preparing newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
    • Assist in registering tenants and new owners, issuing parking permits, common area keys and resident ID cards.
    • Relieve General Manager and with job tasks on an as needed basis.
    • Assist in the set up and break down for Board of Directors, Committee meetings, and social activities as needed.
    • Keep workspace organized and maintained; alert General Manager of low supplies and assists in supply stocking and distribution.
    • Participate in Associa training including Associa University webinars, etc.
    • While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions.
    • Other duties as assigned.
    Requirements

    Qualifications –

    The Administrative Assistant must display exceptional interpersonal skills, be able to communicate effectively, both orally and in writing, and accurately and efficiently conduct office operations.

    Knowledge, Skills, and Abilities:
    • Ability to use Microsoft Office software (Word, Excel, Outlook, Publisher, etc.) at a proficient level.
    • Knowledge of general office equipment (copier, fax, phone systems, etc.).
    • Ability to communicate orally and in writing with owners, residents, volunteer leaders and contractors.
    • Ability to maintain a positive, cordial, businesslike relationship with owners, residents, contractors, and the public.
    • Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members.
    • Knowledge of conflict resolution techniques at a proficient level
    • Knowledge of company policies, procedures, and forms.
    • Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
    • Self-motivated, proactive, detail oriented and a team player.
    • Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
    • Must have reliable transportation
    Education and Experience:
    • Two–year degree or applicable job-related experience required.
    • Two years of customer service experience required.
    • Two years of general office experience required.
    Pay range for this role is $21-25 hourly

    Company Description

    With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit .
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