Administrative Assistant

Associa; Las Vegas (NV); On-site; USD 36,000 - 48,000; Full time

Job summary

-associa is seeking an Administrative Assistant to support the team with customer-service inquiries across multiple platforms and assist with HOA documentation and office tasks.

The role involves in-person contact with homeowners and board members, under moderate supervision, and requires proficient Microsoft Office skills and professional communication.

Qualifications

• Proficient in Microsoft Office (Word, Excel, Outlook).
• Excellent professional customer service skills.
• Strong grammar, punctuation, and business correspondence.
• Able to liaise with multiple stakeholders and teams.
• Able to interpret verbal and/or written instructions accurately.
• Organized and detail oriented, works well in a team.

Responsibilities

• Provide customer service support to customers via phone, email, and platforms.
• Answer inquiries on TownSq and Branch Access platforms (primary).
• Update homeowner/association information in C3 and shared files.
• Process and distribute incoming/outgoing mail for the office and associations.
• Update association documents; arrange delivery/pickup of documents from storage.
• Assist with ARB application processing and on-site community inspections as needed.
• Prepare correspondence related to association business.
• Receive and respond to calls from homeowners, board members and vendors.
• Assist with issuing key fobs, pool passes and processing access keys.
• Scan and file documents; support general office tasks.

Skills

Microsoft Office

Customer service

Business correspondence

Stakeholder collaboration

Verbal/written instructions

Organizational skills

Attention to detail

Teamwork

Tools

TownSq

Branch Access

Job description

The Administrative Assistant supports and assists their team members with customerservice support and
primarily answers non Board Member client inquiries via various incoming platforms. Under moderate
supervision, work may involve in person contact with homeowners and board members.

Requirements

• Update and scan/file association documents for Community Managers. Arrange for delivery
  and pick up of documents from storage when necessary.
• Update homeowner and association information in C3 and shared files.
• Answer client inquiries on the TownSq and Branch Access Platforms (primary).
• Handle Community email accounts and respond to clients accordingly.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Update and file association documents for Community Managers. Arrange for delivery and
  pick up of documents from storage when necessary.
• Process print jobs, and scanning as general office support when needed
• Assist Community Manager with ARB (Architectural Review Board) application processing and perform
  on-site community inspections as necessary.
• 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.
• Prepares and assists community managers with in-house mailings.
• Relieves concierge/reception on an as needed basis.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Scanning of returned mail.
• Other duties as assigned.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling,
  etc.) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers,
  clients.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a
  team.
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies
  and assists in supply stocking and distribution.
• Ability to maintain confidentiality and discretion in the performance of all duties and
  responsibilities.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.

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 48 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.