Administrative Assistant

About the Role

Associa is seeking a talented Administrative Assistant to join their team. This role provides clerical and administrative support to the lead Community Manager(s) and serves as a liaison primarily to homeowners, but also occasionally interacts with vendors, board members, committee members, and staff at the Associa Client Shared Service Center (CSSC) and within the branch office.

Key Responsibilities

• Field and respond promptly to homeowner inquiries via phone, email, workorder, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests.
• Update homeowner accounts in C3 (Complete Control of Communities) with all conversations/correspondence.
• Assist in preparing agendas, updating management reports, and compiling documents and copies for Board meeting packages.
• Prepare newsletters, flyers, and other documents to inform homeowners of maintenance services, projects, activities, and meetings.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing within statutory or governing document timeframes.
• Assist lead Community Manager in monitoring corporate and client delinquency rates and collections process for the account portfolio.
• Maintain property files and unit files.
• Assist lead Community Manager with processing new homeowner welcome packets.
• Assist lead Community Manager with issuing key fobs, pool passes, and processing access keys.
• Assist lead Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections.
• Assist lead Community Manager with requests for proposals, repair quotes, and insurance notification lists.
• Assist lead Community Manager with updating property fact sheets in C3.
• Assist lead Community Manager in preparing homeowner CC&R violation letters and communicate hearing results to homeowners within statutory or governing document timeframes.
• Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance with lead Community Manager direction, client enrollment, and local office protocol.
• Participate in Associa training, including Associa University webinars.
• Perform any necessary tasks requested by the client and/or management agent.
• Other duties as assigned.

Requirements & Tech Stack

• Proficient knowledge of Microsoft Office products (Word, Excel, Outlook, etc.).
• Knowledge of communities/property/real estate and homeowners associations.
• Understanding of the role of the association board, the Community Association Manager, and their interface with homeowner requests.
• Proficient knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Proficient knowledge of conflict resolution techniques.
• Professional communication skills (phone, interpersonal, written, verbal).
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player.
• Strong time management and time-critical prioritization skills.

Qualifications

• High School Diploma or GED required.
• 0 - 3 years of Community Association experience.