Administrative Assistant

Associa; Indio (CA); On-site; USD 25,000 - 30,000; Full time

Job summary

Associa is seeking an Administrative Assistant to support day-to-day office activities and customer service for homeowners and board members. Under moderate supervision, you will handle correspondence, invoices, mail, and board packet preparation.

You will use Microsoft Office daily, maintain files, and assist with supply stocking and routine office duties to ensure smooth operation across the association.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of company policies, procedures, and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time-critical prioritization skills.

Responsibilities

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.

Skills

Microsoft Office

Professional communication

Business correspondence

Instructions interpretation

General office etiquette

Time management

Confidentiality

Education

High School Diploma or GED

Tools

Copier

Fax machine

Phone systems

Job description

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Duties include but are not limited to:

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.
• The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.
• Other duties as assigned.

Compensation:

$20 hourly rate; direct experience is highly considered.

Employment Type:

Full Time

Location:

Requirements

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of company policies, procedures, and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time-critical prioritization skills.

Education and Experience

• High School Diploma or GED Required
• 0 – 3 years of directly related or closely related experience

Working Conditions

• Typical office environment
• Frequent social interaction

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and to reach above shoulders with hands and arms in order to file a variety of documents; use hands and fingers to input data to information system; and talk or hear in order to gather and provide information on departmental processes. The employee is often required to sit in order to process information and conduct data entry activities.

Work is performed in a climate-controlled office without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .

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