Administrative Assistant

associacareers; Indio (CA); On-site; USD 23,000 - 32,000; Full time

Job summary

associacareers in Indio, CA is seeking an Administrative Assistant to support office activities and projects with administrative tasks, providing customer service. Under moderate supervision, you will interact with homeowners and board members.

Key duties include handling correspondence, answering calls, processing mail and invoices, preparing board packages, maintaining records in C3, and assisting with general office tasks. Proficiency in Microsoft Office and strong communication are essential.

Qualifications

• MS Office proficiency (Word, Excel, Outlook)
• Strong professional communication skills (phone, email, in person)
• Solid customer service skills
• Knowledge of business correspondence (grammar, punctuation, spelling)
• Ability to interpret and complete verbal/written instructions
• Experience with general office equipment (copier, fax, phone systems)
• Knowledge of company policies, procedures, and forms
• Discretion and confidentiality in duties
• Time management and prioritization under tight deadlines

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 and prepares payable vouchers for manager’s approval when needed.
• 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 as needed.
• Keeps work spaces organized and maintains supplies; alerts Office Manager of low stock.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers and handles delivery/pick up of documents.
• Other duties as assigned.

Skills

MS Office

Communication

Customer service

Business correspondence

Instructions comprehension

Office equipment

Company policies

Confidentiality

Time management

Education

High School Diploma or GED

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

42-900 Lago Vista Blvd., Indio, CA 92260

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• 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.

Environmental Demands

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.