Administrative Assistant

Associa; Rohnert Park (CA); On-site; USD 28,000 - 33,000; Full time

Job summary

Associa in the United States is seeking an Administrative Assistant to support multiple communities and assist the General Manager with office tasks, customer service, and as the first contact for homeowners and vendors, including nights and weekends.

Responsibilities include updating documents in C3 and TownSq, handling mail, processing print jobs, reviewing work orders, coordinating amenity rentals, and preparing board packets.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook) at a proficient level.
• Professional business correspondence and communication skills.
• Ability to interpret verbal and written instructions.
• Must be able to prioritize, meet deadlines, and work well in a team.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Update and file association documents for the Community Manager and General Manager.
• Serve as initial contact for homeowners and vendors, in person or by phone.
• Process mail, print jobs, scanning, and faxing as general office support.
• Review work orders, run reports, contact vendors, and update in TownSq, C3, and Branch Access.
• Coordinate amenity rentals, walk-throughs with residents, and notify janitorial staff.
• Prepare board packages and assist with monthly in-house mailings as needed.
• Restock supplies and support recreation center management.

Skills

MS Office

Email etiquette

Organization

Confidentiality

Customer service

Education

High School Diploma or GED

Tools

TownSq

C3

Branch Access

Job description

The Administrative Assistant supports multiple communities and assists the General Manager with general office activities, projects, and administrative tasks. Provides customer service support and operates as the initial point of contact for homeowners and vendors, both in person and via phone. This position includes nights and weekends.

Essential Duties and Responsibilities

• Update and file association documents for the Community Manager and General Manager.
• Arrange for the 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 the associations.
• Process print jobs, scanning, and faxing as general office support when needed.
• Review work order requests and update statuses daily, including running reports, contacting vendors, and updating software.
• Review reservations for amenity rentals, coordinate rental statuses, conduct walk‑throughs with residents, and update janitorial staff for set‑up.

Other Duties and Responsibilities

• Organize and prepare correspondence relating to association business.
• Receive and respond to incoming calls from homeowners, Board members, and vendors.
• Follow through on various requests.
• Prepare and assist the Community Manager with monthly board packages, violation letters, and other in‑house mailings.
• Distribute parking tags and Rec Center fobs; update annual parking tags monthly.
• Update the community bulletin board.
• Run weekly reports and provide updates in multiple operating systems, including TownSq, C3, and Branch Access.
• Complete and submit architectural applications, communicate results with homeowners, and generate Board Packet letters in C3.
• Restock ping pong supplies and assist with general recreation center management.
• Other duties as assigned.

Compensation:$20–$24/hr; direct experience is highly considered

Employment Type:Full-Time

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Partner with multiple stakeholders, for example, community managers, vendors, peers, and 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 the 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 settings
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on the 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

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 .

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