Administrative Assistant

About This Role

Provide comprehensive administrative and staff support for property management and general business operations within an association, including coordinating reports, managing resident information, and handling office logistics.

Responsibilities

• Coordinate collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensure proper handling of telephone calls and messages courteously, accurately, and timely.
• Initiate preparation of Management Reports, committee reports, and meeting notices for Manager’s review and approval.
• Maintain, update, and coordinate resident information in the computer database monthly and provide to the Property Manager, Board of Directors, and valet desk.
• Keep track of insurance certificate requests and maintain insurance records books for vendors and unit owners.
• Maintain supply closet, request all office supplies and equipment following established purchasing procedures.
• Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets, and stamp/code invoices for P.M. approval.
• Set up meetings for the Board Approval process.
• Keep packages updated with new memos and policies as required.
• Prepare resident information packages requiring Board approval (e.g., Architectural Modification).
• Coordinate receipt of closing statements or warranty deeds for filing and sending to corporate A/R to change name and address for maintenance coupons.
• Maintain inventory of common areas keys, transmitters, and key fobs for residents, re-order as needed, and maintain sales/cash purchase logs.
• Follow safety procedures and maintain a safe work environment.

Requirements

• 3-5+ years of related work experience
• Intermediate proficiency in Microsoft Windows software
• 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
• Bilingual

Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• 3-5+ years of related work experience.

Skills

* Required skills

Benefits