Administrative Assistant

About us

Oak Hill Condominium Association servicing 449 units on the mainline.

The Oak Hill Condominium Association is seeking to hire an experienced Administrative Assistant to be the initial point of contact for the Association, and the Management Team. All applicants should have a comprehensive understanding of customer service, excellent communication skills both verbal and written, as well as the ability to maintain a calm and professional demeanor while work in a fast paced and highly demanding environment. The Administrative Assistant position is a full-time hourly position, that includes a generous benefit package that consist of paid medical, dental STD, LTD, life insurance and paid time off. The Administrative Assistant position pays BETWEEN $16 - $18 per hour depending on experience.

Job Summary:

To provide administrative support to the Property Management Team to ensure efficient operation of the Management Office. Maintain friendly communications with residents, visitors, staff, vendors, HOA committees and the HOA Board of Directors.

Job Responsibilities:

• Answer telephones and emails and direct inquiries to the appropriate staff member when and as necessary.
• Greet guests, visitors, and residents to the office and handle their requests or direct them to the appropriate personnel.
• Processes all maintenance requests for Residents, via the online work order system.
• Communicate emergency maintenance requests to the maintenance department, via two-way radio.
• Responds to Resident communications as directed by the Management Team.
• Carries out Administrative duties such as filing, typing, copying, binding, and scanning etc.
• Maintains all resident files, all office files, including pool, and health club memberships.
• Schedules move-ins and move-outs (M/I’s & M/O’s) throughout the property and maintains a calendar of scheduled dates for M/I’s & M/O’s in order to notify maintenance department to pad elevators.
• Prepares the move-in packet and distribute to all new Residents prior to move in.
• Review and process new Residents paperwork, i.e., dog registration forms, car registration forms, owner data forms, etc.
• Assist with processing of monthly accounts receivable receipt from HOA Unit Owners.
• Records resident requests for exterminator and acts as the liaison between residents and exterminating company when problems arise.
• Perform any other special project or task as assigned by the Property Manager or the Board of Directors.
• Responsible for generating distributing a monthly HOA newsletter.
• Maintains Supply inventory

Resident Relations

• Maintain familiarity of all community amenities and activities
• Represent the community in a polite and professional manner at all times-on/off property.
• Use professional telephone etiquette in handling Resident requests.
• Acknowledge and greet all residents and guests with utmost courtesy and urgency.

Essential Job Functions

• Neat, clean and professional at all times throughout the workday and/or whenever present at the community.
• Demonstrate the ability to perform tasks described above without seeking outside assistance.
• Demonstrate strong communication skills for communicating with residents, co-workers, and management via phone, email and mail.
• Demonstrate the ability to contribute to and foster a team approach to serving residents and maintaining a successful community.
• Comply with expectations as demonstrated in the employee handbook.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Office: 2 years (Preferred)
• Customer Service: 2 years (Preferred)

Work Location: In person