Administrative Assistant

Associa is hiring a full time Administrative Assistant to support its large scale HOA community in Fredericksburg, VA.

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Essential Duties and Responsibilities

• Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.
• Update homeowner and association information in the databse and shared files.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed.
• Organize and prepare correspondence relating to association business (flyers, newsletters, mass emails, written correspondence, et.).
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval.
• Prepares and assists community managers with monthly board packages and in house mailings. 
• Relieves concierge/reception on an as needed basis. 
• Other duties as assigned.

• High school diploma or GED equivalent and valid driver's license are required.
• Customer service minded, team oriented, and a proactive communication style.
• Ability to manage multiple projects simultaneously, prioritize tasks, and manage time effectively.
• Organized, attention to detail, and self-directed with strong follow-up skills.
• Well-versed in Microsoft Office Products (Word, Excel, and Outlook).

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