Administrative Assistant; Part-time

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. You will perform office work directly related to property management and the general business operations of the association; assist with employee payroll, budget preparation, control of records and reports concerning operations, personnel changes, and emergency service duties.

• Coordinate collection and preparation of operating reports, such as time‑and‑attendance records, terminations, and new hires.
• Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiate preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintain, update and coordinate resident information in the computer database at least monthly; generate and provide this information to the Property Manager, Board of Directors and valet desk.
• Keep track of insurance certificate requests and maintain insurance records for both vendors and unit owners.
• Maintain the 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; stamp and code invoices for P.M. to code and approve.
• Set up meetings for the Board Approval process.
• Keep packages updated with new memos and policies as required.
• Prepare resident information packages that require Board approval, e.g., Architectural Modification.
• Coordinate receipt of closing statement or warranty deed to file and send to corporate A/R to change name and address for maintenance coupons.
• Maintain inventory of common area keys, transmitters and key fobs for residents and reorder as needed following established procedures; maintain a log for sales and cash purchases.
• Follow safety procedures and maintain a safe work environment.
• Perform other duties as required.

• Associate’s degree with a concentration in business preferred, or an equivalent combination of education and experience.
• Three (3) to Five (5) plus 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 communication skills.
• Self‑starter with excellent communication, interpersonal and customer service skills.

• 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.

• No supervisory responsibilities.

Schedule:

Monday‑Friday hours vary.

As a full‑time associate, you will be eligible for comprehensive benefits, including multiple medical plans, dental and vision, time‑off benefits, paid holidays and a 401(k) with company match. Occasional travel may be required for training and company functions. Compensation: $22.00 per hour.