Administrative Assistant (Part-time)

Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.  
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.  Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills & Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Three (3) to Five (5) plus years of related work experience.
• Computer literacy:  Intermediate proficiency in Microsoft Windows software. 
• Must possess strong administrative background. 
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing. 
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms. 
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary. 

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information 

• Schedule: Monday-Friday 8:00am – 12:00pm

Compensation: $18.00 - $20.00 per hour

Disclaimer Statement 

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.