JOB DESCRIPTION:

Handles all administrative duties required by the property management association, including but not limited to answering phones, responding to messages, replying to emails, communicating with owners, and attending meetings.

ESSENTIAL DUTIES:

Schedules and prioritizes work load to meet deadlines of managers

Act as back up for property manager with owners

Types and distributes correspondence, as requested

o Ensures that all correspondence is 100% accurate

Maintains account files and ensures that all information is included in file

Checks voicemail for property management line as well as e-mail boxes, as needed

Ensures that managers receive messages in a timely manner.

Maintain close communication with the Property Association Manager

Follow up with owners in a timely and professional manner

Coordinate with internal operations departments, when needed

Gathers materials and mails packages to owners, as necessary

Processes outgoing mail

Takes minutes at association meetings, as directed

Assists Accounting with processing Monthly Payments and following up on past due assessments

Assist with Property Walks as Required

Liaise with vendors leading up to, during and following projects

Liaise with the maintenance team regarding work orders and projects

Adheres to safety, security and emergency procedures, reacts appropriately during emergency situations and acts promptly to correct hazards

Assists other managers, as needed

Performs other duties as assigned

MINIMUM REQUIREMENTS:

The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Previous administrative assistant experience preferred

Previous bookkeeping or accounting experience preferred

Previous Hospitality/Hotel experience preferred

Knowledge of Community HOA & COA Associations preferred

Must be able to pass pre-employment testing (i.e. drug test, background check, etc.)

Must have full availability and be able to work days, evenings, nights, weekends, and holidays

KNOWLEDGE / SKILLS / ABILITIES:

Ability to read, write and speak English (multi-lingual a plus)

Ability to understand, follow and give written and oral instructions

Ability to communicate orally or in written format effectively with management as well as internal and external customers

Ability to deal with stressful conflicts involving groups of people, individuals, and co-workers

Ability to work with large groups of people, and age groups

Ability to plan, organize and conduct a wide variety of activities

Ability to work harmoniously with fellow employees and guests

Ability to work outdoors, including intense or inclement weather conditions

Ability to (>8 hours) sit and use a computer for extended periods of time, including reaching and grasping repeatedly

Ability to (<2 hours per day) walk, stand, stoop, kneel, run, climb, reach overhead and bending

Ability to (<2 hours per day) lift up to 30 pounds of weight to chest height