Front Office Assistant

Associations, Inc.; Bethesda (MD); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a Front Office Administrative Assistant to enhance community engagement in Bethesda. This role involves greeting residents, managing inquiries, and facilitating correspondence while ensuring smooth operations within the condominium community. The ideal candidate will have strong administrative skills, a customer-centric approach, and proficiency in MS Office. Join a dynamic team dedicated to making a positive impact on community living and enjoy a collaborative work environment that values innovation and excellence.

Qualifications

• 2+ years of administrative and clerical experience in a corporate setting.
• Strong customer service orientation and effective project management skills.

Responsibilities

• Meet and greet homeowners and manage email correspondence.
• Assist homeowners with payments and coordinate maintenance vendors.
• Create board packets and attend board meetings.

Skills

Administrative Experience

Customer Service

Project Management

Communication Skills

Conflict Resolution

Tools

MS Office (Outlook, Word, Excel)

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Front Office Administrative Assistant opening for our condominium community in Bethesda, MD.

Daily responsibilities:

• Meet and greet homeowners, residents, visitors, guests, vendors and contractors.
• Research and respond to inquiries in-person, by phone and email.
• Manage all email correspondence to include friendly reminders of HOA Rules and Regulations, Board Meetings, and community events.
• Create and send our HOA Violations to homeowners.
• Assist homeowners with monthly payments, receive, log, and mail checks.
• Assist with account ledgers.
• Assist with the RFP process, enter and update contract, schedule and coordinate maintenance vendors onsite.
• Activate and issue key FOBs, pool passes, parking passes, and program front call boxes.
• Assemble documents to create board packets. Attend board meetings and cohost utilizing the Zoom platform.
• Communicate with onsite staff to include concierge, maintenance, and the cleaning crew.
• Assist in creating and establishing office protocol, concierge, and organizational processes.
• Other duties as directed.

Requirements

• 2+ years of admin and clerical experience in a corporate setting.
• Customer service driven and team oriented.
• Effective project management skills; ability to prioritize and manage multiple projects in various stages of completion and communicate with all parties involved.
• Excellent communication skills (written and oral) and conflict resolution techniques.
• Well versed in MS Office products (Outlook, Word, and Excel).

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We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.