Onsite Administrative Assistant

Job Title: Onsite Administrative Assistant

Position Purpose

• Performs administrative and general support duties to assist Property Manager and Board of Directors.

• Performs concierge and administrative duties for homeowners.

• Assists with the collections effort on past due accounts for homeowners in the community.

Major Tasks, Responsibilities and Key Accountabilities

• Provides exemplary customer service to homeowners, guests of the community, the Board of Directors and the Property Manager.

• Assists Property Manager with billing issues and researches account information as needed.

• Assists Property Manager to track and record charges.

• Runs all Compliance, Architectural, Financial and gate reports for Property Manager.

• Refers all request for quotes to the Property Manager for approval.

• Schedules amenities for residents.

• Sorts and distributes incoming mail.

• Retrieves voice mail message and returns or forwards calls as appropriate.

• Maintains electronic and hard copy filing system and efficient information retrieval system.

• Manages Board of Directors and general community email list servers and composes written correspondence.

• Performs clerical duties which include photocopying, faxing, operating postage machine, and preparing large volume documents for mailing.

• Maintains key fobs and access cards and secures the office and telephone system at close of day.

• Assists with any special projects as assigned.

Nature and Scope

• Must possess excellent verbal and written communication skills.

• Will be communicating with all levels of personnel, so clear and concise communication is a must.

• Excellent customer service and organizational skills are required.

• Must be accurate, detail-oriented, and dependable.

• Must be a self-starter and can work independently without supervision.

• Must have strong multi-tasking skills and meet reasonable deadlines.

• Must have a positive and professional appearance, attitude, and demeanor.

• Must consistently contribute as a team player.

• May be involved in mildly difficult situations.

• Must have the ability to work independently even when not given a specific task.

• Quick learner with new software programs such as VMS/Brivo/Comweb/Smartwebs.

• Some event coordinating required.

Environmental Job Requirements

• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).

• Lengthy periods of sitting, standing, bending, and stooping are required.

• A lot of face-to-face interaction with homeowners.

• Positive attitude especially when faced with stress or tense situations.

Education required

• Proficiency in MS Word, MS Excel, MS Outlook.

• The knowledge and skills typically gained through the acquisition of a high school diploma and/or GED.

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Requirements: