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We are seeking a professional, organized, and customer-focused On-Site Administrative Assistant to support the Property Manager, Assistant Property Manager, and Board of Directors in the daily operations of the community. This position serves as a primary point of contact for homeowners, residents, vendors, and guests while providing administrative and customer service support to ensure the efficient operation of the community office.
Key Responsibilities:
- Answer and direct incoming phone calls and respond to resident emails and inquiries in a professional and timely manner.
- Assist homeowners and residents with questions regarding account information, covenant violations, work orders, community amenities, and association policies.
- Provide excellent customer service while maintaining confidentiality and professionalism.
- Manage incoming and outgoing mail, packages, and correspondence.
- Maintain organized electronic and physical filing systems and ensure homeowner and community records are accurate and up to date.
- Prepare reports, correspondence, meeting materials, notices, and other community documents.
- Assist with the preparation and distribution of Board meeting packets and community communications.
- Communicate and coordinate with contractors, vendors, and service providers regarding scheduled work and community projects.
- Schedule vendor services, coordinate access as needed, and process and track vendor invoices and related documentation.
- Maintain vendor contact information and service records.
- Maintain and update homeowner records, contact information, community databases, and the homeowner roster.
- Assist with website updates and online community information.
- Process new owner applications and maintain ownership records.
- Assist with Architectural Control Committee (ACC) applications and documentation.
- Coordinate new homeowner orientations and welcome procedures.
- Process and manage resident access control requests, including barcodes, gate access devices, and access cards.
- Track and monitor maintenance requests and work orders.
- Maintain office supplies and ensure the proper operation of office equipment.
- Assist the Property Manager, Assistant Property Manager, and Board of Directors with administrative tasks, special projects, events, and community programs.
- Maintain confidentiality of homeowner and association information.
- Perform other administrative duties as assigned to support the efficient operation of the community.
Qualifications:
- High school diploma or equivalent required.
- Previous administrative, customer service, property management, or HOA experience preferred.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Strong customer service, problem-solving, and attention-to-detail skills.
- Ability to manage multiple tasks and prioritize responsibilities effectively.
- Ability to maintain confidentiality and exercise discretion.
- Positive, professional, and team-oriented attitude.
Full Time M-F 8am-4pm
Pay Rate: Up to $22 DOE
PLEASE DO NOT APPLY FOR THIS POSITION IF YOU ARE MORE THAN 30 MINUTES FROM THE WELLINGTON AREA
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