Administrative Assistant Jobs

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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.

Requirements

Duties include but are not limited to:

• Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.
• Pay Range: $20.50 an hour.
• Follow through on various requests.
• Updates homeowner and association information in C3 and shared files.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Organizes and prepares correspondence relating to association business.
• Processes print jobs, scanning and faxing as general office support when needed.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Relieves concierge/telephone operators on an as needed basis.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Other duties as assigned.

Knowledge And Skills

• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of company policies, procedures and forms.
• Professional customer service skills.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Time management and time critical prioritization skills.
• Confidentiality and discretion in the performance of all duties and responsibilities.

Working Conditions

• Frequent social interaction
• Typical office environment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee

to successfully perform the essential functions of this job. Reasonable accommodations may be made

to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and to reach

above shoulders with hands and arms in order to file a variety of documents; use hands and fingers

to input data to information system; and talk or hear in order to gather and provide information on

departmental processes. The employee is often required to sit in order to process information and

conduct data entry activities.

ENVIRONMENTAL DEMANDS

Work is performed in a climate-controlled office without exposure to adverse environmental

conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise

extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or

pathogenic substances.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.