Administrative Procedures, Administrative Skills, Board Meeting, Calendar Management, Communication Skills, Customer Support/Service, Detail Oriented, File Maintenance, Financial Reporting, Investment Management, Meeting Minutes, Multitasking, Operations Processes, Organizational Skills, Painting (Facilities and Maintenance), Problem Solving Skills, Property Maintenance, Record Keeping, Revenue/Sales Reporting, Service Delivery, Team Player, Time Management
Job Summary:
We are searching for an individual to be part of our administrative team. They would be available for 40 hours of work per week with possible weekend hours through the summer.
Pay ranges from $18.50-$24.00 per hr.
An Administrative Assistant will provide administrative support to portfolio managers, onsite managers, the administrative team, and other areas of the organization on an as needed basis. In addition, the individual we are seeking will provide customer-first service to external incoming office calls for the company, in a manner consistent with the company's mission. As a key member of the Administrative Team, the Administrative Assistant will ensure that the administrative responsibilities are carried out effectively and efficiently while delivering excellent service to internal needs and external clients.
Essential Functions and Responsibilities:
- Support the Portfolio Manager, on-site manager, superintendent with administrative needs.
- Position is a shared position requiring 20 hours per week BHVA/ 20 hours per week for Condominiums 1, 2, & 3.
- Maintain operating procedures to provide the highest level of client service with accuracy, consistency, effectiveness, and efficiency.
- Operate in an effective, efficient, and productive manner including courteous and respectful customer-first service to clients.
- Prepare board packets and annual meeting materials.
- May be asked to attend board meetings and take minutes.
- Prepare and attend annual meetings.
- Manage calendars for meetings and reservations of amenities where applicable.
- Assist with oversight/procedures of association amenities.
- Always demonstrate effective communication with board members, fellow employees, and homeowners.
- Update homeowner directories and homeowner files.
- Assist in processing Environmental Committee applications and violoations.
- Stay in contact with homeowners to ensure to ensure that things are being taken care of in a timely manner.
- Send service notices to homeowners regarding property-wide maintenance (i.e. pavement sealing, painting, etc.).
- Facilitate the management of incoming calls in a timely and courteous manner.
- Ensure timely and accurate implementation of the following: correspondence, reports, unit sale related documents, welcome letters, processing access cards, and delivery of Financial Reports and other documents, etc.
- Maintain efficient files.
- Other duties as assigned.
Key Competencies:
- Must be well-organized and a self-starter
- Must be able to follow standard filing procedures
- Strong attention to detail, professional attitude, and reliable
- Ability to type 50-60 words per minute
- Possess strong organizational and time management skills
- Strong problem solving and multi-tasking skills
- Ability to communicate effectively verbally and in writing
- Ability to interact with employees and customers in a professional manner
- Efficient in relevant software
- Ability to work independently and with a team in a fast-paced environment with emphasis on accuracy and deadlines.
Education and Experience:
- 2+ years' experience in handling phones, use of MS 365
- Knowledge of clerical and administrative procedures and systems including filing and record keeping