Admin Asst

associacareers; Fort Worth (TX); On-site; USD 30,000 - 42,000; Full time

Job summary

SBB Management is seeking an office assistant to support the on-site Community Association Manager with office tasks and resident interactions.

The role focuses on welcoming residents, handling communications, managing access keys, and assisting with board materials while maintaining a fast but accurate work pace.

Qualifications

• Customer service oriented with ability to manage residents and board interactions.
• Strong written and verbal communication skills.
• Ability to analyze situations and think critically.

Responsibilities

• Serve as first point of contact for homeowners and residents.
• Learn and apply association governing documents.
• Respond to calls, voicemails, and emails within 24 hours.
• Assist CAM with official correspondence and notices.
• Conduct twice-weekly inspections for owner compliance.
• Issue and program resident amenity access keys.
• Prepare board/owner meeting packets.
• Post in Vantaca and mass email communications.
• Prepare and distribute Welcome Packet for new residents.
• Receive, file, and track required documents to digital files.
• Order and receive office supplies.

Skills

5-star customer service

Board liaison

Rapport building

Verbal communication

Analytical thinking

Job description

SBB Management is looking for a highly-motivated and detail-oriented office assistant. In this role, your primary responsibilities are to assist the on-site Community Association Manager with various tasks, including but not limited to: office management, resident interactions, issuance and management of amenity access keys, community correspondence – whether by phone or email, and other tasks as assigned by the manager. This position is primarily an office role, and requires a well-spoken, customer-service oriented multi-tasker who functions at a quick but accurate pace.

JOB DUTIES AND RESPONSIBILITIES:

• First point of contact for homeowners and residents, whether new or established to the office, maintaining a warm and welcoming demeanor, and facilitating their requests for information, amenity access, or transferring to the appropriate party;
• Becoming familiar with the Association’s governing documents as they relate to the role;
• Responding to phone calls, voicemails, and emails – usually within 24 hours, escalating to the appropriate party, and following up when delegated to another (e.g. maintenance work order);
• Assisting the manager and Community Standards Coordinator on issuance, distribution, and follow-up on official correspondence (i.e. violation notices, mass e-mails, architectural modification applications)
• Conduct inspections twice weekly to assess owner compliance with governing documents
• Issuance and programming of resident amenity access keys;
• Assist CAM in preparation of Board or Owner meeting packets;
• Assist Manager in posting in Vantaca and mass e-mail correspondence for official communication to community;
• Preparation, editing, and distribution of new resident Welcome Packet;
• Receiving, filing, and tracking of required documentation to digital owner files;
• Ordering and receiving of office supplies;

EDUCATION/KNOWLEDGE/SKILLS/ABILITIES:

• Ability to deliver a 5-star customer service to the Board and the residents
• Ability to advise and direct the Board to make the necessary decisions
• Ability to build rapport with clients
• Strong analytical and critical thinking skills
• Excellent written and verbal communication skills