Administrative Assistant

Responsibilities

The Administrative Assistant supports community management by handling office activities, processing documents, and maintaining association records. They serve as the primary point of contact for homeowners and vendors, managing inquiries and coordinating facility reservations.

Requirements

Candidates must have at least one year of related experience and a high school diploma or GED. Proficiency in Microsoft Office and strong professional communication skills are required for this role.

Skills

• Microsoft Office
• Customer service
• Administrative support
• Data entry
• Communication
• Time management
• Organization
• Record keeping
• Vendor coordination
• Problem solving
• Detail oriented
• Professionalism
• Office equipment operation
• Document management

About this role

The Administrative Assistant supports multiple communities and assists the
General Manager with general office activities, projects, and administrative
tasks. Provides customer service support and operates as the initial point of
contact for homeowners and vendors, both in person and via phone. This position
includes nights and weekends.

Essential Duties and Responsibilities

* Update and file association documents for the Community Manager and General
Manager.
* Arrange for the delivery and pick-up of documents from storage when
necessary.
* Update homeowner and association information in C3 and shared files.
* Process and distribute incoming and outgoing mail for the office and the
associations.
* Process print jobs, scanning, and faxing as general office support when
needed.
* Review work order requests and update statuses daily, including running
reports, contacting vendors, and updating software.
* Review reservations for amenity rentals, coordinate rental statuses, conduct
walk-throughs with residents, and update janitorial staff for set-up.

Other Duties and Responsibilities

* Organize and prepare correspondence relating to association business.
* Receive and respond to incoming calls from homeowners, Board members, and
vendors.
* Follow through on various requests.
* Prepare and assist the Community Manager with monthly board packages,
violation letters, and other in-house mailings.
* Distribute parking tags and Rec Center fobs; update annual parking tags
monthly.
* Update the community bulletin board.
* Run weekly reports and provide updates in multiple operating systems,
including TownSq, C3, and Branch Access.
* Complete and submit architectural applications, communicate results with
homeowners, and generate Board Packet letters in C3.
* Restock ping pong supplies and assist with general recreation center
management.
* Other duties as assigned.

Compensation: $20–$24/hr; direct experience is highly considered

Employment Type: Full-Time

Work Location: 6600 Hunter Drive, Rohnert Park, CA 94928

Qualifications
* Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a
proficient level.
* Professional customer service skills.
* Knowledge of typical business correspondence (grammar, structure,
punctuation, spelling, etc.) at a proficient level.
* Partner with multiple stakeholders, for example, community managers, vendors,
peers, and clients.
* Ability to interpret verbal and/or written instructions at a proficient
level.
* Ability to self-motivate, be proactive, detail-oriented, and successfully
function as part of a team.
* Ability to keep workspaces organized and maintained. Alerts the Office
Manager of low supplies and assists in supply stocking and distribution.
* Ability to maintain confidentiality and discretion in the performance of all
duties and responsibilities.
* Knowledge of company policies, procedures, and forms.
* Must be able to work effectively with others in person and in group settings
* Must be able to prioritize, manage time, and meet deadlines.
* Must be able to interpret verbal and/or written instructions at a proficient
level.
* Must be able to communicate effectively and professionally on the phone,
email, and in person.
* Must be able to operate general office equipment (copier, fax, phone systems,
etc.).

Education and Experience

* High School Diploma or GED Required
* At least one year of directly related or closely related experience

Working Conditions:

* Typical office environment
* Frequent social interaction

About Associa

Real Estate · 51-200 employees · headquartered in Fairfield, New Jersey · founded 1979