Administrative Assistant

Associa; King of Prussia (PA); On-site; USD 22,000 - 28,000; Part time

Job summary

Associa is seeking an Administrative Assistant in King of Prussia for part-time support, handling office tasks and customer service. Under supervision, you will assist with correspondence, calls, and basic accounting-related duties, coordinating with community managers and board members.

Role focuses on organizing workflows, updating records, and providing reliable receptionist and clerical support to maintain efficient operations within the association network.

Qualifications

• Experience using standard office software for correspondence and records.
• Professional communication via phone, email and in writing.
• Ability to follow verbal and written instructions with accuracy.

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 and tasks as assigned.
• Reviews invoices for completeness and prepares payable vouchers for manager approval if needed.
• Processes and distributes incoming and outgoing mail for the office and associations.
• Prepares and assists community managers with board packages and mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators as needed; keeps spaces organized.
• Alerts Office Manager of low supplies and assists in stocking and distribution.
• Performs print, scan and fax duties as general office support when required.
• Files association documents and coordinates delivery/pickup from storage.

Skills

MS Office

Communication

Customer service

Business communication

Time management

Confidentiality

Education

High School Diploma or GED

Tools

Microsoft Office

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.

Job Duties and Responsibilities

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.

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.

Requirements

3 days a week Tuesday to Thursday 9:00AM to 3:00PM

High School Diploma or GED Required

0 - 3 years of directly related or closely related experience

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 .