Administrative Assistant / Assistant Manager

The Homeowner Association (HOA) Administrative Assistant / Assistant Manager plays a crucial role in supporting the efficient operation and administration of the Homeowner Association. This position involves a combination of administrative tasks, member communication, and assisting the HOA Manager in various operational aspects.
 
Some Key Responsibilities:
Greeting and Welcoming Vistors:

• Welcome guests and visitors with a positive and friendly attitude.
• Direct them to the appropriate person or department.

 
Answering and Directing Phone Calls:

• Handle incoming calls and route them to the correct individuals.
• Serve as a point of contact for association members, addressing inquiries and providing information.
• Assist in managing member databases, ensuring accurate and up-to-date records.

 
Managing Front Desk Operations:

• Maintain a clean and organized reception area.
• Manage and distribute mail and packages.

 
Scheduling Appointments & Meetings:

• Schedule appointments and coordinate meeting room
• Keep track of appointments and notify staff members of visitor arrivals.
• Assist in the coordination and scheduling of HOA meetings, including annual meetings and board meetings.

 
Providing Information:

• Offer information about the organization’s services and answer general inquiries.
• Assist with basic customer inquiries.
• Address inquiries from both internal and external individuals.
• Ensure a high level of customer service.

 
Administrative Support:

• Provide administrative support to various departments as needed.
• Maintain organized system records, including meeting minutes, correspondence, and official documents. Assist with data entry, filing and other clerical tasks.

• Provide general administrative support to the HOA Manager.
• Prepare and distribute communications, newsletters, and announcements to association members.

 
 
Qualifications:
Communication Skills:

• Excellent verbal communication skills.
• Polite and professional phone etiquette

Organizational Skills:

• Strong organizational and multitasking abilities.

Customer Service Orientation:

• Focus on providing excellent customer service.

Adaptability:

• Ability to adapt to changing priorities and handle various tasks simultaneously.

Computer Skills:

• Proficient in using basic office software and equipment.

Punctuality:

• Timely and reliable attendance.

Professional Appearance:

• Maintain a professional appearance and demeanor.

Problem-Solving:

• Ability to handle unexpected situations and find solutions.

Team Player:

• Collaborate effectively with other administrative and organizational staff.

 
This is a crucial key position as the first point of contact for visitors and callers, contributing to the overall positive impression of the organization. It requires an upbeat friendly attitude and patience.  

Medical & Dental Insurance is available at cost.