Administrative Assistant

Associa; Hilton Head Island (SC); On-site; USD 35,000 - 50,000; Full time

Job summary

Associa is seeking an Administrative Assistant to support Community Association Managers with daily property operations on site. The role requires professional communication, multi-tasking, and confidentiality while handling vendor contacts, accounts, and documents.

You will organize correspondence, manage schedules, and maintain databases using Excel and company software, contributing to efficient HOA operations and client service in a fast-paced environment.

Qualifications

• Requires a high school diploma or GED; Bachelors or Associates degree preferred.
• 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus.
• Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.
• Ability to interpret and follow verbal and written instructions.
• Ability to communicate effectively, both verbally and in writing and exercise diplomacy.
• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling.
• Problem solving, Accuracy, Efficiency and Very organized.
• Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
• Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities.
• Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.

Responsibilities

• Organizes and prepares incoming and outgoing correspondence.
• Receives and responds to incoming phone calls and emails from clients and vendors.
• Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.
• Prepares and tracks time sensitive forms for clients and vendors.
• Updates client database - contact information [address, phone, email] -- enter notes into client accounts.
• Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance.
• Prepares documentation for accounts payable vouchers and submits invoices for payment.
• Processes print jobs, scanning and faxing as needed.
• Uses Excel, software and computer systems to track projects.
• Other duties as assigned.

Skills

Excel

Word

Communication

Organization

Discretion

Education

High school diploma

Bachelor's or Associate degree preferred

Tools

Company software

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

The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.

Job Duties

• Organizes and prepares incoming and outgoing correspondence.
• Receives and responds to incoming phone calls and emails from clients and vendors.
• Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.
• Prepares and tracks time sensitive forms for clients and vendors
• Updates client database - contact information [address, phone, email] -- enter notes into client accounts
• Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance
• Prepares documentation for accounts payable vouchers and submits invoices for payment
• Processes print jobs, scanning and faxing as needed
• Uses Excel, software and computer systems to track projects
• Other duties as assigned.

Qualifications

• Requires a high school diploma or GED; Bachelors or Associates degree preferred.
• 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus.
• Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.
• Ability to interpret and follow verbal and written instructions.
• Ability to communicate effectively, both verbally and in writing and exercise diplomacy.
• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling.
• Problem solving, Accuracy, Efficiency and Very organized.
• Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
• Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities.
• Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.

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.