Part-Time Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Job Title: Administrative Assistant for Onsite Association

Job Type – Part Time 4:00pm- 9:00pm, Or Hours Designated by the Manager (Saturdays Mandatory) 25 to 29 hours

Compensation- $17.00 per hour

Job Status – Non-Exempt

Performs administrative and general support duties to assist the On-Site Property Manager (PM) and the Onsite Association Board of Directors.

Major Tasks, Responsibilities and Key Accountabilities

• Provides exemplary customer service to homeowners, guests of the community, the Board of Directors and all onsite personnel.
• Drafts violation notices, e-blasts to residents and leasing letters for PM’s approval/signature.

Position Tasks

• Schedules amenities for residents.
• Sorts and distributes incoming mail and packages.
• Retrieves voice mail messages and returns or forwards calls as appropriate.
• Secures the telephone system at the close of business each day.
• Maintains electronic/hard copy filing system and efficient information retrieval system.
• Manages general community website, email list servers and other Association communication tools. Tasks include:
• Posting Board Meeting Minutes, forms and resident contact information
• Assisting Board of Directors with the drafting and posting of the weekly newsletter.
• Performs general clerical duties which include photocopying, faxing, operating postage machine and preparing large volume documents for mailing.
• Maintains leasing spreadsheet in P Drive for residents and notifies PM of permit availability.
• Coordinates new member orientations.
• Drafts, disseminates and posts community communications via flyers, emails, phone trees, text messages etc.
• Coordinates amenity rentals.
• Attends specified meetings and town hall forums.

Nature and Scope

• Requires interaction with property owners, residents and vendors in person and via telephone/email.
• Requires the ability to work independently while prioritizing workload with an attention to detail, and a willingness to complete projects in a timely and efficient manner.
• Must conduct occasional outside property inspections or other duties.
• Must meet deadlines and maintain accuracy in all work.
• Must have conflict management skills.
• Must be able to lift boxes and office equipment weighing no more than 20lbs.
• Must be able to work Saturdays consistently.
• Must possess strong conflict resolution and problem-solving skills.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all- inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Requirements

Experience/Education Required

• Knowledge and skillset gained through a minimum of four (4) years of office administration experience.
• Excellent oral and written communication abilities.
• Proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook.
• Minimum High School Diploma and/or GED.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all- inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.