Administrative Assistant

Administrative Assistant

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Duties include but are not limited to:
Organizes and prepares correspondence relating to association business. Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests. Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager's approval if not completed by Telephone Operator. Processes and distributes incoming and outgoing mail for the office and Associations. Prepares and assists community managers with monthly board packages and in house mailings.

Updates homeowner and association information in C3 and shared files. Relieves concierge/telephone operators on an as needed basis. Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution. Processes print jobs, scanning and faxing as general office support when needed. Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.

Facility Scheduling & Calendar Management
- Coordinate the reservation of clubhouse facilities, including scheduling, setup arrangements, and event dates for in-house clubs, committees, and external groups, while maintaining accurate and up-to-date community calendars.

Publications Coordination
- Oversee the development, proofreading, and distribution of community newsletters and directories.

Visual Communications
- Design and produce flyers, signage, and other promotional materials as needed. Community Announcements
- Draft, edit, and publish clear and timely community communications.

External Partnerships
- Collaborate with public organizations (e.g., schools, food outreach programs, and township officials) to coordinate programs, services, and informational outreach for residents.

Financial Administration
- Collect, process, and prepare checks related to committee events, while maintaining accurate financial records, including the timely preparation of monthly profit and loss reports.

Volunteer Engagement
- Plan and host an annual appreciation luncheon for community volunteers.

Program Coordination Meetings
- Organize and facilitate quarterly coordination meetings with clubs, committees, and organizations that sponsor trips and events.

Administrative Support
- Provide general office administrative support as needed and as directed by the Community Manager. Responsibilities include, but are not limited to, preparing correspondence, managing mailings, processing work orders, answering phones, making copies, administering security key fobs and vehicle stickers, and maintaining organized records and files.

Other duties as assigned.

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level. Professional communication skills (phone, interpersonal, written, verbal, etc.). Professional customer service skills. Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level. Interpretation and completion of verbal and/or written instructions at a proficient level. Knowledge of general office equipment (copier, fax, phone systems, etc.).

Knowledge of company policies, procedures and forms. Confidentiality and discretion in the performance of all duties and responsibilities. Time management and time critical prioritization skills.

-High School Diploma or GED Required-0 – 3 years of directly related or closely related experience