Administrative Assistant

Associa; New York (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

Associa in New York seeks an Administrative Assistant to support general office activities and projects, providing customer service and handling communications with homeowners and board members under moderate supervision.

The role involves document management, mail processing, phone and email handling, and collaboration with Community Managers and vendors to keep operations running smoothly.

Qualifications

• Proficient in Microsoft Office (Word, Excel, Outlook).
• Professional customer service skills.
• Knowledge of standard business correspondence (grammar, punctuation, spelling).
• Ability to interact with multiple stakeholders (homeowners, board members, vendors).
• Strong time management and organizational abilities; proactive and detail oriented.
• Ability to maintain confidentiality and discretion in all duties.

Responsibilities

• Update and file association documents; arrange delivery/pickup of documents from storage.
• Update homeowner and association information in systems and shared files.
• Process and distribute incoming/outgoing mail for the office and associations.
• Handle print jobs, scanning and faxing as general office support.

Skills

Microsoft Office

Customer service

Business correspondence

Communication

Time management

Teamwork

Confidentiality

Education

High School Diploma or GED

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job 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.
• 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.

Follow through on various requests.

Requirements

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

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.