Job description
Job Title: Administrative AssistantDepartment: Management
Supervisor: Property Manager
POSITION SUMMARY:
This position provides a wide variety of administrative and staff support services. Performs office work directly related to
property management and the general business operations of the association; May assist with employee payroll, budget
preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
POSITION RESPONSIBILITIES:
- Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and
- Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for
- Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis.
- Maintains roster of mailroom boxes.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and
- Prepares move-in packages for re-sale and leases. Creates files, compiles sand coordinates all necessary
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change
- As applicable, disburses laundry tokens, keep log of sales. Prepares deposit of receipts weekly. Order tokens and
- Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
- Associates degree with concentration in business preferred, or equivalent combination of education and
X: \Human Resources\Job Descriptions Page 2 of 2 Rev. 07/01/13
Experience/Knowledge/Abilities:
- Must possess strong administrative background.
- Three (3) to Five (5) plus years of related work experience.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Self-starter with excellent communication, interpersonal and customer service and telephone skills.
Intermediate proficiency in Microsoft Windows software.
- Intermediate proficiency in
- Ability to prioritize work with minimum supervision.
- Physical demands include ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and
responsibilities to this job at any time.
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