Administrative Assistant

Administrative Assistant

Associa is building the future of community for nearly five million residents worldwide with more than 225 branch offices across North America. Over 11,000 team members lead the industry with innovation, education, and expertise.

The Administrative Assistant to the General Manager supports all aspects of community operations, administration, and staff coordination. This role ensures smooth daily operations, effective communication among residents, staff, and vendors, and assists with project management, vendor coordination, and resident account administration. The position requires strong organizational skills, professionalism, and the ability to work collaboratively to maintain community standards and meet management goals.

• Administrative & Operational Support
  • Provide direct administrative support to the General Manager in all areas of community operations.
  • Prepare correspondence, reports, and meeting materials, and maintain organized files for residents, vendors, and management.
  • Track open tasks, deadlines, and project timelines to ensure timely completion.
  • Manage incoming communications and route messages appropriately.
  • Provide front desk day‑shift coverage as needed.
  • Verify and submit invoices for accuracy and proper billing information prior to submission.
  • Process new vendors in Strongroom and maintain the vendor contract and Certificate of Insurance (COI) binder.
  • Maintain consistent follow‑up to ensure issues are resolved and residents are informed.
• Staffing & Department Support
  • Assist the General Manager with scheduling, task assignments, and coordination across all departments.
  • Monitor staff performance and task completion to ensure accountability and service quality.
  • Review and process staff coverage requests with the General Manager.
  • Facilitate interdepartmental communication to maintain an efficient, professional, and cohesive work environment.
• Resident, Account & Work Order Coordination
  • Manage resident service requests and maintenance work orders from submission through completion.
  • Act as liaison between residents, maintenance, and vendors.
  • Assist owners with account management, provide account ledgers, and process Direct Debit requests.
  • Process account adjustments, maintenance charges, key/fob fees, parking charges, and late fee waivers.
  • Maintain the parking list, issue annual leases, and process related billing.
  • Monitor and respond to Town Sq requests, and upload announcements, meeting minutes, and community updates.
• Vendor & Project Oversight
  • Coordinate vendor scheduling for repairs, maintenance, and project work in collaboration with maintenance.
  • Support vendor communication and contract management.
  • Conduct periodic property inspections for maintenance needs, compliance, and community standards.
  • Issue and track violation notices, documenting follow‑up and resolution.
• Community Relations & Governance
  • Serve as liaison between the General Manager, residents, staff, vendors, and the Board of Trustees.
  • Address homeowner inquiries, concerns, and complaints promptly and professionally.
  • Support the implementation of Board directives, community policies, and administrative procedures.
  • Assist with meeting preparation, minutes distribution, and post‑meeting follow‑up.
  • Promote a positive, respectful, and community‑focused environment.
• Knowledge, Skills & Abilities
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with community management systems such as C3, Town Sq, Butterfly
    
    MX.
  • Strong organizational and multitasking skills with excellent attention to detail.
  • Clear written and verbal communication skills.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Professional, reliable, and able to work both independently and collaboratively.
  • Prior experience in administrative support or property management, preferably in a high‑rise environment.
• Requirements
  • Regular schedule:
    Monday–Friday, 8:30 a.m.–4:30 p.m.
  • Summer schedule (June, July, August):
    Sunday, 10:00 a.m.–3:00 p.m. and Monday–Thursday, 8:30 a.m.–4:30 p.m.

Entry level

Full‑time

Administrative

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.