Administrative Assistant

Associa; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Associa is seeking an Administrative Assistant to support general office activities and projects. The role includes handling customer service interactions, keeping association documents organized, and assisting community managers with board packages.

Under moderate supervision, the position may involve contact with homeowners and board members. Strong Microsoft Office skills and professional communication are essential for success in this role.

Qualifications

• High School Diploma or GED is required.
• At least one year of directly related or closely related experience.
• Proficiency in Microsoft Office and professional customer service.

Responsibilities

• Update and 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.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed.
• 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.
• Review invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Relieves concierge/reception on an as needed basis.

Skills

Microsoft Office

Customer service

Business correspondence

Stakeholder coordination

Time management

Confidentiality

Education

High School Diploma or GED

Job description

Description

Job Summary 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.

Essential Duties and Responsibilities

• Update and 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.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed

Other Duties and 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.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Relieves concierge/reception on an as needed basis.
• Other duties as assigned.

Qualifications

Knowledge and Skills

• 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.

Job Description Administrative Assistant

• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

• High School Diploma or GED Required
• At least one year of directly related or closely related experience

Working Conditions:

• Typical office environment
• Frequent social interaction