Administrative Assistant

associacareers; Hilton Head Island (SC); On-site; USD 36,000 - 48,000; Full time

Job summary

associacareers is seeking an Administrative Assistant to support Community Association Managers with daily property operations. The role emphasizes professional, service-oriented interaction with managers, assistants, homeowners and vendors, with strong multi-tasking and communication requirements.

Key duties include handling correspondence, phone/email responses, ledger interpretation, form preparation, database updates, invoice processing, and project tracking using Excel and related software.

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 experience is a plus.
• Must be able to use Excel and Word and adapt to company software and systems.
• Ability to communicate effectively, both verbally and in writing, with diplomacy.
• Strong organizational, confidentiality and problem-solving skills.

Responsibilities

• Organizes and prepares correspondence and handles incoming/outgoing mail.
• Responds to phone calls and emails from clients and vendors.
• Interprets client account ledgers and researches discrepancies.
• Prepares and tracks time-sensitive forms for clients and vendors.
• Updates client and vendor databases with accurate contact and document information.
• Processes invoices for payment and handles accounts payable documentation.
• Performs general administrative tasks using Excel and other software.

Skills

Customer service

Multi-tasking

Written communication

Teamwork

Education

High school diploma or GED

Bachelors or Associates degree preferred

Tools

Excel

Word

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.