Administrative Assistant

Description

The
Administrative Assistant
is responsible forthe day-to-day service of the Association’s Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board membersin person, via telephone or written correspondence.

The position provides support to the General Manager. Administrator dutiesin accordance with company policies and procedures and the governing documents of the association.

Location: Reno

Schedule: Friday-Tuesday, 8:00 am - 5:00 pm (weekend availability required)

Compensation:$20.00 - $25.00/hourly

First Service Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities:

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately, andin a timely manner.
• Initiates preparation of Management Reports, committee reports, and meeting notices as applicable andsubmitsfor the Manager-s review and approval.
• Maintains updates and coordinates of resident information in the computer databaseona minimum monthly basis. Generates and provides this information to the Community or General Manager, and Board of Directors.
• Maintainsa rosterof mailroom boxes.
• Keeptrack of insurance certificate requests. Maintains insurancerecordsfor both vendors and unit owners.
• Maintainsa supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts for payable invoices with work orders, and receives tickets. Stamps and code invoices.
• Prepares move-in packages for re-salesand leases. Creates files, compiles, and coordinates all necessary information and documentation for new owners/leases.
• Set up meetings for the Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepare any resident information packages that require Board approval (i.e., Architectural Modification).
• Coordinates receive receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains the inventory ofcommon areakeys, transmitters, and key fobs for residents and re-order as needed following established procedures. Maintains a log for sales and cash purchases as needed.
• Follows safety procedures andmaintainsa safe work environment.
• All other duties as assigned.

Skills &

Qualifications:

• Good written and verbal communication skills.
• Adhere to required deadlines.
• Foster cooperation and work well within a team atmosphere.
• Complete company training as assigned.
• Be punctual in work and meetings and track time as required by company standards.
• Excellent attendance is required.
• Maintain an organized workspace according to company procedures.
• Exhibit professionalism, professional attire, and demeanor always.
• Adhere to the company
  
  Standards of Operation.
• Attend all mandatory company functions.
• Maintain reliable transportation.
• Demonstrates effective communication skills consisting of oral, written, and listening skills.
• Demonstrates excellent problem-solving abilities.
• Excellent time management abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific positions including Microsoft Outlook, Word, Excel, and PowerPoint.
• Demonstrates organizational skills and…