Administrative Assistant 1

The Administrative Assistant is responsible for providing administrative support of the on-site office, and primarily to perform compliance inspections and architectural reviews for the Association.

RESPONSIBILITIES


* Supports the workflow for architectural reviews and compliance inspections.


* Answers and directs phone calls, including distribution of off-hours messages.


* Provides back up support to other Administrators including the Front Desk.

Assists and directs all guests, clients and customers for meetings, appointments and service.


* Performs general office support duties including copying, filing, mailing and faxing; maintaining office directories and filing systems; managing office supplies.

May also perform support tasks related to customer service, finance and human resources as needed.


* Prepares basic correspondence (email, letter, etc.) as directed by manager and appropriate team members.


* Performs compliance inspections daily.

Process letters.


* Enter and process architectural applications as directed by the Lead.

Process architectural responses when decisions are rendered as directed by the Lead.


* Respond to Resident calls, emails and in person inquiries related to compliance letters and architectural applications.


* Assists Managers and Coordinators with Board/Committee reports and meeting preparation.


* Some evening/night property inspections are required.


* Assists with special projects as needed.

Other duties as assigned.

This is NOT a remote work position.

Must work on-site in office environment.

QUALIFICATIONS


* Proficient in use of Microsoft Office software


* Possess effective and professional communication skills, both verbal and written


* Multi-tasking abilities essential


* Strong organizational, leadership and problem-solving skills

Education/Experience : High School Diploma or GED and 1-2 years related experience preferred.

Community management or HOA experience preferred.

Technical : Intermediate proficiency with Microsoft Office applications & internet.

Ability to learn new software quickly.

Working knowledge of post office protocol, mail processing, work order systems & handling.

Attention to detail and professionalism required.

Communication : Communicates clearly & professionally.

Contributes to a positive internal & external customer experience.

Maintains composure in challenging situations.

Collaborates with others.

Asks for constructive feedback.

Problem Solving & Quality : Pays attention to detail.

Identifies & solves problems.

Escalates issues accordingly.

Checks work for quality.

Shares suggestions to improve quality & productivity.

Managing for Results : Works independently with minimal supervision.

Takes projects to completion.

Follows all company policies & SOPs.

Manages multiple tasks.

Demonstrates flexibility in workflow & scheduling.

Leadership & Initiative : Demonstrates a positive attitude.

Acts in accordance wit...