Administrative Assistant

Associa; Fairfield (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Associa in New Jersey is seeking an Administrative Assistant to provide clerical and administrative support to the lead Community Manager and homeowners. The role requires strong organizational skills, attention to detail, and excellent customer service as you manage inquiries and coordinate correspondence.

Responsibilities include preparing agendas, updating reports, and assisting with board meeting materials, newsletters, and notices in compliance with state statutes and governing documents.

Qualifications

• Proficient in Microsoft Office and standard business correspondence.
• Knowledge of communities/property/HOAs and board interfaces.
• Excellent written and verbal communication skills.
• Strong customer service orientation and teamwork mindset.
• Self-motivated, detail oriented, time management skills.

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 as necessary.
• Update notes within homeowner accounts in C3 with conversations/correspondence.
• Assist in preparing agendas, update management reports, and compile documents for Board meeting packages.
• Prepare newsletters, flyers, and other documents to inform homeowners of maintenance or projects.
• Assist in preparing annual disclosure packages and annual meeting notices within state timelines.

Skills

Microsoft Office

Customer service

Time management

Communication skills

Detail oriented

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Outlook

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

Come work at Associa! We are an industry leader in community association management and we are looking for a talented administrative assistant to join our team. If you're serious about your next move, Associa is an excellent place to grow your career.

An Administrative Assistant is responsible providing clerical and administrative support to thelead Community Manager(s). The Administrative Assistant is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact withvendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office.

Duties include but are not limited to

• Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, workorder, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests as necessary
• Update notes within homeowner accounts in C3 (Complete Control of Communities) of allconversations/correspondence with homeowner.
• Assist in preparing agendas, update management reports, and compile documents and copiesfor Board meeting packages.
• Prepare newsletters, flyers, and other various documents to inform homeowners ofmaintenance service or projects, activities, meetings, etc.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annualfinancial statement packages for all homeowners and arrange bulk mailing of same within thetime frames set by state statute or governing documents.
• Assist lead Community Manager in monitoring corporate and client delinquency rates andcollections process for account portfolio.
• Maintain property files and unit files.
• Assist lead Community Manager with processing new homeowner welcome packets, ifapplicable.
• Assist lead Community Manager with issuing of key fobs, pool passes and processing accesskeys.
• Assist lead Community Manager with ARB (Architectural Review Board) application processingand perform on-site community inspections as necessary.
• Assist lead Community Manager with requests for proposals, repair quotes, insurancenotification lists.
• Assist lead Community Manager with update of property fact sheets in C3.
• Assist lead Community Manager in preparing homeowner CC&R violation letter andcommunicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance withlead Community Manager direction, client enrollment, and local office protocol.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that the individual inthis position is hands on and flexible in performing, assisting, and/or supervising any necessarytask that is requested byour client and/or the management agent.
• Other duties as assigned.

Requirements

Requirements:

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School Diploma or GED Required
• 0 -- 3 years of Community Association experience

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.