Administrative Assistant

Serves as a customer service representative to handle requests from owners, board and vendors by responding with urgency, courtesy and professionalism.

• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.

• Greet and assist homeowners, vendors & guests in HOA office.

• Assist homeowners with gate access website, vehicle entry access and amenity access devices.

• Schedule amenity rentals.

• Schedule vendors and dispatch work to appropriate vendors.

• Process vendor invoices and credit card expense receipts.

• Act as a liaison between on-site staff and vendors as needed.

• Prepare and post necessary advisories to residents.

• Answer general or account questions.

• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.

• Prepare mailings as needed.

• Prepare and process homeowner email blasts.

• Purchases office and maintenance supplies as directed by management.

• Assemble Board packets.

• Create SOPs, reports and office manuals.

• Attend walkthroughs as requested.

• Assist Management with ARC distribution process.

• Review DAR (Daily Activity Report) daily and schedule respective corrective services.

• Return communications by phone or email as requested by Manager.

• Update Tek Control and C3 platform as necessary.

• Complete special projects assigned by Assistant or General Manager as needed.

• Assist management with housekeeping/maintenance supervision.

• Complete orientation with new homeowners.

• Assist committee members as necessary. Prepare committee orientation binders.

• Assist with new employee orientation and training.

• Update and monitor Manager’s appointment calendar daily.

• Communicate important updates and general information to Security daily.

• Assist management with correspondence preparation.