Administrative Assistant

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

Job summary

Cmacommunities is seeking an Administrative Assistant to support general office activities and customer service tasks. The role involves document handling for Community Managers and collaboration with homeowners and board members under moderate supervision.

The position requires proficiency in Microsoft Office, strong written communication, and the ability to coordinate with multiple stakeholders while maintaining confidentiality and meeting deadlines.

Qualifications

• High School Diploma or GED required.
• At least 1 year related experience.

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.
• 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.

Skills

MS Office

Customer Service

Business Writing

Stakeholder Coordination

Instruction Interpretation

Proactive Attitude

Organization

Confidentiality

Company Policies

Team Collaboration

Time Management

Education

High School Diploma or GED

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. 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.

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

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